Substitute Staffing & Management Services

Asheboro City Schools
Request for Proposals
Purchasing Department
1126 S. Park Street
Asheboro, NC 27203
(336)6255104
Direct All Inquiries To: Jasmine Vang Request For Proposals:
jvang@asheboro.k12.nc.us 1472026 Substitute Staffing & Management
Services
Questions Due Date: Proposal Due Date:
2:00 PM May 4, 2026 2:00 PM May 15, 2026
NOTICE TO BIDDERS
Proposals, subject to the conditions made a part hereof will be received until 2:00 PM EST on the day of
opening for furnishing and delivering the commodity/services as described herein.
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the
undersigned Vendor offers and agrees to furnish and deliver any or all services upon which prices are
proposed, at the prices set opposite each service within the time specified herein. By executing this
proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without
collusion (G.S. 14354).
1.0 PURPOSE AND BACKGROUND
Asheboro City Schools (ACS) is seeking proposals from qualified Contractors that provide the service of
managing, employing, and providing substitute services for applicable employees. ACS desires that the
Contractor employ and provide temporary and qualified substitute employees as well permanent
Instructional Assistants to ACS on an as needed basis and provide all necessary services and resources
ancillary to the employment and provision of such substitute services such as management, training,
discipline, benefits, workers compensation insurance, taxes, tax holdings, licensing, background checks,
support equipment, and supplies. ACS will pay the Contractor a fixed fee per substitute assignment. It is
ACS' desire that all employees currently used as substitutes and contracted Instructional Assistants by ACS
be offered employment by the successful Contractor. The District seeks to ensure that competent
temporary substitute teachers and teacher assistants are available to staff the schools when permanent
employees are not available to perform their duties and responsibilities.

2.0 GENERAL INFORMATION
This RFP is comprised of the base bid document, any attachments, and any addenda released before
contract award. All attachments and addenda released for this RFP in advance of any Contract award are
incorporated herein by reference. Proposals shall be submitted in accordance with the terms and
conditions of this RFP and any addenda issued hereto.
3.0 SPECIFIC INFORMATION
Proposal Questions
Upon review of the RFP documents, vendors may have questions to clarify or interpret the RFP in order
to submit the best proposal possible. To accommodate the proposal questions process, vendors shall
submit any such questions by 2:00 PM, May 4, 2026 to Jasmine Vang at jvang@asheboro.k12.nc.us.
Proposal Submittal
Sealed proposals, subject to the conditions made a part hereof and the receipt requirements described
below, shall be received at the address indicated below, as described herein. Two (2) copies of the
proposal should be addressed in an envelope with the RFP number as shown below. It is the
responsibility of the bidder to have the proposal in the Asheboro City Schools Purchasing office by the
specified time and date of opening. Proposals shall be marked on the outside of the sealed envelope
with the Vendor's name and RFP number.
Mailing Instructions (Delivered by US Postal Service or Any Other Means):
RFP 147 2026 Substitute Staffing & Management Services
Jasmine Vang/Purchasing Department
Asheboro City Schools
1126 S. Park Street
Asheboro, NC 27203
4.0 AWARD AND PROPOSAL EVALUATION
Review and Award
Asheboro City Schools reserves the right to reject any or all proposals presented and to waive any
informalities and irregularities. All projects are awarded contingent upon funding. Offer valid for 60 days
from date of opening, unless otherwise stated. After this time, any withdrawal of offer shall be made in
writing, effective upon receipt by the agency issuing this RFP.
Evaluation Criteria
All qualified proposals will be evaluated, and award will be made based on consideration of criteria
specified herein.
5.0 REQUEST FOR PROPOSAL DOCUMENT
A. Scope of Work
Asheboro City Schools (ACS) is seeking proposals from qualified Contractors that provide the
service of managing, employing, and providing substitute services for applicable employees as
well as permanent placement of Instructional Assistants. The vendor must be able to meet

and satisfy the requirements and specifications outlined in this document's scope of
work below.
B. Required Contents of Proposals
Cost: Contractor Cost Information:
Proposed Pay
Position Pay Rate Frequency Mark Up
Certified Sub
Non-certified Sub
Instructional Assistant
(Permanent Placement)
Detail Experience with School System: Contractors submitting proposals shall describe
in detail their experience providing substitute teachers, substitute teacher assistants
and other employee services to public school systems. At least five years of experience
is preferred.
List of School Experience: Contractors submitting proposals shall provide a list of all
school systems to whom they provide or have provided substitute teacher and
instructional assistant services during the last five years and shall provide at least three
references from clients to whom they currently provide such services. The District
requires Contractors submitting proposals to have experience providing substitute
teacher and teacher assistant services to school systems of similar size as the District in
terms of student enrollment and number of teaching staff members.
Details of Successful Fill Rates: Contractors submitting proposals shall provide
information detailing successful substitute placement and fill rates to include the
processes, strategies, systems and best practices to provide needed substitutes, and the
maximum number of substitutes the Contractor can provide per day. Contractors
submitting proposals must confirm whether they are willing to hire substitutes currently
employed by the District.
Employee Process: Contractors submitting proposals must:
o Describe the Company's hiring and credentialing process;
o Give a detailed explanation of their training program for all newly hired and
transitioning substitute teachers and substitute teacher assistants;
o Describe how they currently evaluate their staff and include details on the
frequency of feedback and observations, the rubrics used in evaluations as well
as who is conducting evaluations and managing the feedback cycle for
substitutes; and
o Describe the disciplinary process for its employees.
Transition and Training Process: Contractors submitting proposals must describe the
process by which they will transition from the District's current system for assigning
substitutes to its system. Please include a description of:
o Software Transition and TimeLine
o Training District Teachers, Teacher assistants and other substitute employees
o Training Building Personnel
o Training Administrators
Substitute Program: Contractors submitting proposals must describe any webbased
personnel management software it wishes to use to manage its substitutes and provide

an online placement technology system. Contractors submitting proposals must
describe in detail the system they utilize to include the business rules, user experience
and any specifications required of the District in order to fully implement the system.
Any additional costs associated with implementation should be outlined as well.
Services Personnel: Contractors submitting proposals must identify the individuals who
will perform required services for the District as well as verification of their licensing and
credentials.
Qualifications: Contractors submitting proposals must describe their qualifications and
ability to provide services in a timely fashion, including a description of their staffing
program and familiarity with the services required by the District. Any experience or
knowledge of matters directly affecting the District should be addressed, including, but
not limited to knowledge of applicable education laws.
Contract Draft: Contractors submitting proposals must provide a sample draft of their
proposed contract with the District. Sample contracts must include all terms and
conditions of this RFP. Conflicting provisions will not be accepted. The District reserves
the right to modify and amend the language and terms set forth in the sample contract
provided by the selected Contractor prior to its execution. The final draft of the contract
between the District and the selected Contractor and the terms set forth therein must
be approved by the Superintendent and then by the Asheboro City Board of Education
at a duly called open meeting.
All proposals shall include:
o The name of the Contractor submitting the proposal;
o The name of the Contractor's representative; and
o The Contractors business address and telephone number.
C. Preparation of Response
All submittals must be signed by an authorized official. Submittals that contain omissions,
erasures, alterations, or additions not called for, conditional responses, or that contain
irregularities of any kind may be rejected.
D. Clarifications & RFI's
Asheboro City Schools reserves the right to make clarifications, corrections, or changes in this
RFP at any time prior to the time proposals are opened. Questions submitted will be answered
in an addendum.
E. ACS General Provisions
Issuance of this RFP does not commit ACS to select a product, vendor, or make an
award.
Responding vendor is responsible for all expenses incurred by vendor in the preparation
of a response to this RFP. This includes attendance at interview, presentations, or other
meetings and demonstrations, where applicable.
All proposals must adhere to the instructions and format requirements outlined in this
RFP and all written supplements and amendments issued by ACS.
ACS will consider materials provided in the proposal, information obtained through
interviews/presentations, and internal ACS information of previous contract history with
vendor (if any) in consideration of proposal scoring. ACS also reserves the right to

consider other reliable references and publicly available information in evaluating a
vendor's experience and capabilities.
The proposal must be signed by a person authorized to legally bind the vendor.
The proposal must contain a statement that the proposal pricing/services contained
therein will remain valid for a period of 1year from the date and time of the proposal
submission.
The RFP and vendor's proposal, including all appendices and attachments, may be
incorporated in the final contract, if awarded.
ACS will follow State of North Carolina General Statutes, Chapter 132 in regards to
public records requests. If a vendor cannot meet the specifications as described in this
RFP, vendor may propose a functionally equivalent alternate solution. Vendor must
provide an explanation of the equivalency. ACS reserves the right to refuse an
alternative proposal.
All applicable laws, whether or not herein contained, will be included by this reference.
It will be vendor's responsibility to determine the applicability and requirements of any
such laws and to abide by them.
For purposes of contract, arbitration, and other legal matters, the Asheboro City Board
of Education will be the binding legal entity and authority. No state laws or statutes
other than those of North Carolina are considered binding.
F. Number of Awards and Contract
1. ACS anticipates making a single award as a result of this RFP process. This award will take the
form of a contract or purchase agreement between the qualified vendor and ACS.
2. ACS is seeking a proposal to provide services, as defined in this RFP, for the contract period
referenced above.
3. Following the initial term of the contract, ACS may opt to renew the contract for up to four (4)
subsequent one (1) year periods if mutually agreeable to both parties, subject to satisfactory
performance. There is no guarantee that an extension will be exercised, and vendors should
have no expectation of this occurring.
G. RFP Response Submission
Responses must be either:
Addressed and delivered to:
Jasmine Vang, Purchasing Agent
Asheboro City Schools
1126 S. Park Street
Asheboro, NC 2203
Emailed to:
Jasmine Vang, Purchasing Agent
jvang@asheboro.k12.nc.us
Responses must be received no later than the date and time listed in the Schedule of Events. Fax
responses are not accepted. Responses arriving any time after the date and time listed in the
Schedule of Events will not be accepted.

H. Completeness and Intention
1. Each responding vendor is advised to read this RFP carefully. Any and all exceptions to an
item in this RFP must be duly noted and explained in the response. Failure to take exception
to any item will be considered as both the intention and the ability of vendor to fully comply
with that item.
2. Responding vendors should make a careful examination of the scope of work and its proper
implementation, so as to include in their response proper and sufficient information to
ensure ACS of vendor's capability to meet the service requirements.
I. Partnerships and Subcontracts
1. ACS intends to identify one vendor to deliver the goods/orchestrate the services sought
through this RFP process and contract term.
2. Public agencies, private forprofit companies, and nonprofit companies and institutions are
invited to submit proposals in response to this RFP. Partnerships and consortia of entities
may work together to respond to this RFP. However, each proposal must clearly identify a
prime vendor. The prime vendor will be responsible for providing all deliverables as defined
by any resulting contract or purchase agreement according to the terms and conditions as set
forth in any resulting contract or purchase agreement.
3. Vendors submitting proposals as a prime vendor as one of a team of vendors may wish to
provide all of the proposed services directly, or provide certain elements directly, and
provide the remainder through subcontracts under the following conditions:
A. Any and all subcontractors must be identified in the response to this RFP;
B. Vendor must notify ACS of any change of the subcontractor's status with vendor;
C. Subcontractors may not subcontract their assigned responsibilities and duties
without the permission of ACS;
D. The prime vendor is solely responsible for all products and services provided to
satisfy the requirements of this RFP.
J. Proposal Evaluation
1. Evaluation of vendor proposals will be based upon meeting the requirements of this RFP as
determined by:
A. Vendor's RFP response as to its completeness and conformity to all requirements
B. Vendor's experience with the services requested
C. Vendor's employee benefits offered to permanent and/or substitute employees
C. Vendor's client references
D. Vendor's client history and business stability
E. Overall costs
F. Start Up Transition Plan: Is the contractor's start up plan customized to the start of
this program? Is the plan a detailed plan from pre planning (30 days prior to the
start of the contract) through the start of the contract through the first two months
of the engagement? Did it detail the additional management/resources they will be
providing as well as the startup task, any requirements for the District,
implementation date, estimated completion date, and who is responsible?
G. Any other factors which ACS deems to be in its best interests

2. Final selection will be made on a "best value" basis, according to the solution deemed to be
the most advantageous to Asheboro City Schools.
K. Schedule of Events
RFP Posted April 27, 2026
Deadline for Written Questions May 4, 2026 by 2:00 pm
Posting of Answers as Addendum May 6, 2026
RFP Due Date May 15, 2026 by 2:00pm
Proposer Interviews May 22, 2026
Board Approval June 11, 2026
Notice of Award June 12, 2026
Work Starts July 1, 2026
L. Notice of Acceptance
1. ACS or designee will notify the selected vendor of the acceptance after any/all presentations
and interviews (deemed necessary).
2. Vendor may be requested to present their proposal to an ACS ReviewCommittee meeting.
Travel expenses are the responsibility of the vendor(s).
3. Upon acceptance and approval by the ACS Board of Education, ACS will notify the selected
vendor and finalize the contract award
6.0 REFERENCES
1. Vendor will include a brief synopsis of at least three (3) experiences of similar scope and complexity to
the work under this RFP. For each reference, please provide for each project reference:
A. The reference school district name
B. The location where services have been or are being rendered
C. The dates that services occurred or are occurring
D. The contact name and title
E. The contact phone number
F. The contact email address
G. A description of the project and/or services provided
7.0 TERMS AND CONDITIONS
Part 1 General
It shall be the vendor's responsibility to read the instructions, terms and conditions, all relevant exhibits
and attachments, and any other components made a part of this RFP and comply with all requirements
and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda
and other changes that may be issued relating to this RFP.
Part 2 Performance and Default
1. If, through any cause, vendor fails to fulfill in a timely and proper manner the obligations under this
agreement, ACS will thereupon have the right to terminate this contract by giving written notice to

vendor and specifying the effective date thereof. In that event, all finished or unfinished deliverable
items under this contract prepared by vendor will, at the option of ACS, become its property, and
vendor will be entitled to receive just and equitable compensation for any satisfactory work
completed on such materials. Notwithstanding, vendor will not be relieved of liability to ACS for
damages sustained by ACS by virtue of any breach of this agreement, and ACS may withhold any
payment due to vendor for the purpose of setoff until such time as the exact amount of damages due
ACS from such breach can be determined.
2. In case of default by vendor, ACS may procure the services from other sources and hold vendor
responsible for any excess cost occasioned thereby. ACS reserves the right to require a performance
bond or other acceptable alternative performance guarantees from vendor without expense to ACS.
3. In case of default by vendor under this contract, ACS may immediately cease doing business with
vendor, immediately terminate for cause all existing contracts ACS has with vendor, and debar
vendor from doing future business with ACS.
4. Upon vendor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against
vendor, ACS may immediately terminate, for cause, this contract and all other existing contracts
vendor has with ACS, and debar vendor from doing future business with ACS.
5. Neither party will be deemed to be in default of its obligations hereunder if and so long as it is
prevented from performing such obligations by any act of war, hostile foreign action, nuclear
explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic
natural event or act of God.

APPENDIX A: GENERAL CONTRACTUAL TERMS AND CONDITIONS
1. BEST VALUE. Any contract resulting from this Request for Proposals shall be awarded to the
Responder that submits the best overall proposal as determined by the Requestor in accordance with
N.C.G.S. 143129.8. The Requestor may negotiate with any Responder(s) in order to obtain a final
contract that best meets the needs of the Requestor.
2. VOLUNTARY. All submissions by Responder are voluntary and become the property of the Requestor
who is under no obligation to return or pay for the creation, development, or delivery of any of the
material submitted by the Responder as a result of this RFP.
3. RIGHTS RESERVED. The Requester reserves the right to waive any formality; amend the solicitation;
cancel or terminate this RFP; to reject any or all of the proposals submitted, in whole or in part, by
deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;
noncompliance with the requirements or intent of this solicitation; waive any undesirable,
inconsequential, or inconsistent provisions of this document which would not have significant impact
on any proposal; if the response to this solicitation demonstrates a lack of competition, negotiate
directly with one or more Responders; not award, or if awarded, terminate any contract if the
Requestor determines adequate funds are not available; or any other determination that rejection
would be in the best interest of the Requestor.
4. NONEXCLUSIVE CONTRACT. This contract is nonexclusive and shall not in any way preclude the
Requestor from entering into any similar contracts and/or arrangements with other Responders or
from acquiring similar equal or like goods and/or service from other entities or sources. (Does not
apply to service related contracts).
5. ASSIGNMENT. The Responder shall not assign, transfer, sublet, convey or otherwise dispose of any
contract which results from this RFP or its right, title or interest therein or its power to execute the
same to any other person, firm, partnership, company or corporation without the previous written
consent of the Requestor.
The Requestor reserves the right to declare the Responder in default and terminate the contract
for cause.
Responder shall provide reasonable notice of not less than thirty (30) days prior to any
consolidation, acquisition, or merger. Any assignee shall affirm this Contract attorning to the terms
and conditions agreed, and that Responder shall affirm that the assignee is fully capable of
performing all obligations of Responder under this Contract. An assignment may be made, if at all, in
writing by the Responder and Assignee setting forth the foregoing obligation of Responder and
Assignee.
6. INSURANCE COVERAGE. Providing and maintaining adequate insurance coverage described herein is
a material obligation of the Responder and is of the essence of this Contract. All such insurance shall
meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from
companies that are authorized to provide such coverage and that are authorized by the
Commissioner of Insurance to do business in North Carolina. The Responder shall at all times comply
with the terms of such insurance policies, and all requirements of the insurer under any such
insurance policies, except as they may conflict with existing North Carolina laws or this Contract. The
limits of coverage under each insurance policy maintained by the Responder shall not be interpreted
as limiting the Responder's liability and obligations under the Contract. The Responder(s) shall obtain
and maintain in force at all times during the term of the contract derived from this RFP, insurance
coverage pertaining to Comprehensive General Liability, Comprehensive Automobile Liability, and
Workers Compensation in the following amounts and types:

a. Comprehensive General Liability - Responder(s) to supply the Requestor with original
certificates of General Liability Coverage on a Comprehensive Broad Form on an occurrence
basis in the minimum amount of $2,000,000.00 Combined Single Limit (Defense cost shall be in
excess of the limit of liability); and
b. Comprehensive Automobile Liability - Responder(s) to supply the Requestor original certificates
of insurance, to include liability coverage, covering all owned, hired and no owned vehicles,
used in connection with the Contract. The minimum combined single limit shall be $500,000.00
bodily injury and property damage; $500,000.00 uninsured/under insured motorist; and
$5,000.00 medical payment; and
c. Workers' Compensation/Employers Liability Insurance The Responder(s) shall furnish the
Requestor with original certificates showing that all its employees who are engaged in any work
under this Contract are protected under Worker's Compensation insurance policies with a limit
no less than the minimum required by North Carolina state statutes. If any work is sublet, the
Responder shall require the subcontractor to provide the same coverage for any of his
employees engaged in any work under the Contract.
7. GENERAL INDEMNITY. The Responder shall hold and save the Requestor, its officers, agents and
employees, harmless from liability of any kind, including all claims and losses, with the exception of
consequential damages, accruing or resulting to any other person, firm or corporation furnishing or
supplying work, services, materials or supplies in connection with the performance of this Contract.
The foregoing indemnification and defense by the Responder shall be conditioned upon the
following:
a. The Requestor shall give Responder written notice within thirty (30) days after it has actual
knowledge of any such claim(s) or action(s) filed; and
b. The Responder shall have the sole control of the defense of any such claim(s) or action(s) filed
and of all negotiations relating to settlement or compromise thereof, provided, however, that
the Requestor shall have the option to participate at their own expense in the defense of such
claim(s) or action(s) filed.
8. INVOICE. Orders shall be shipped at the established Contract prices in effect on dates orders are
placed. Invoicing at variance with this provision may subject the Contract to cancellation. Applicable
North Carolina sales tax shall be invoiced as a separate item. Invoices shall be submitted by the
Responder upon presentation of properly executed invoice after goods have been received,
inspected and accepted. Invoices shall be paid within 60 days or receipt of properly executed invoice,
or receipt of goods, whichever is later.
PAYMENTS SHALL BE PAID TO RESPONDER(S) AT ADDRESS AS SHOWN ON THE PURCHASE
ORDER. ADVANCED PAYMENTS WILL NOT BE ALLOWED.
9. FAMILY EDUCATIONAL RIGHTS & PRIVACY ACT. Student educational records are subject to 20 U.S.C.
1232g, Family Rights and Privacy Act (FERPA) and may not be disclosed except in very limited
circumstances. The contractor shall ensure that every employee responsible for carrying out the
terms of this contract is aware of the confidentiality requirements of federal law. In addition, every
such employee must sign a confidentiality acknowledgement that indicates that he or she
understands the legal requirements for confidentiality. The contractor is responsible for the actions
of its employee and must take all precautions necessary to ensure that no violations occur. Finally,
access to personally identifiable student education information shall be limited to those employees
who must have access to it in order to perform their responsibilities pursuant to this contract.
10. DEBARMENT. If any of the services rendered under this contract are to be paid with federal funds,
the contractor hereby certifies that the organization and its principals are not suspended or debarred
from doing business with the federal government.