Substitute Staffing & Management Services

Location:	North Carolina
Posted:	Apr 27, 2026
Due:	May 15, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services
Solicitation No:	147-147-2026
Publication URL:	To access bid details, please log in.

Solicitation Number:	147-147-2026
Project Title:	Substitute Staffing & Management Services
Description:	Asheboro City Schools (ACS) is seeking proposals from qualified Contractors that provide the service of managing, employing, and providing substitute services for applicable employees.
Opening Date:	5/15/2026 2:00 PM
Posted Date:	4/28/2026
Status:	Open
Department:	ASHEBORO CITY SCHOOLS


Solicitation Number * 147-147-2026	Department ASHEBORO CITY SCHOOLS	Status Reason Open
Opening Date 2026-05-15T14:00:00.0000000	Posted Date * 2026-04-27T20:38:32.0000000Z	Primary Commodity Code Management advisory services
Mandatory Conference/Site Visit — —	Special Instructions Interviews will be May 22, 2026	Solicitation Type * Select RFP IFB RFI
Owner MacKenzie Palmer
Description Asheboro City Schools (ACS) is seeking proposals from qualified Contractors that provide the service of managing, employing, and providing substitute services for applicable employees.

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Direct All Inquiries To: Jasmine Vang

jvang@asheboro.k12.nc.us

Questions Due Date:

2:00 PM May 4, 2026

Asheboro City Schools

Request for Proposals

Purchasing Department

1126 S. Park Street

Asheboro, NC 27203

(336)625‐5104

Request For Proposals:

147‐2026 Substitute Staffing & Management

Services

Proposal Due Date:

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. 143‐54).

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:

Position

Proposed

Pay Rate

Pay

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 web‐based

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 1‐year 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.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Substitute Staffing & Management Services

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See also