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RFPCLOSED

Proposal Substitute Employee Placement Services (seps)

Provo School District, UT·School
Jan 09, 2025
Posted Date
Jan 29, 2025
Submission Deadline
Reported: Provo City School District
Eliza Tuinei
1 year term
60 months duration
Provo, Utah
Submit at: Utah Public Procurement Place (U3P)

Summary

Provo City School District (District) seeks competitive sealed proposals from qualified Temporary Employment Service Providers (TESP) to act as a third-party administrator (TPA) to provide Substitute Employee Placement Services (SEPS) on behalf of the District's Board of Education. The services include recruiting, screening, and placing substitute employees, managing an automated staffing system, and providing training.

Evaluation Criteria

Systems Support / Responsive Services, Ability to acquire and maintain a sufficient pool of available substitutes, Training Employees, Fill Rate, Cost. Proposals must meet Pass/Fail criteria.

Required Deliverables

Conduct employee background checks, Recruit, Screen, And employ substitute employees, Assign consistent support personnel, Place substitute personnel utilizing an automated substitute management system, Automated staffing system must track employee absences by type and program and cost-fund code, Provide program training to District staff, Maintain comprehensive general liability insurance, Maintain Workers' Compensation insurance, Indemnify and hold the District harmless.

Required Attachments

Exhibit A – Questionnaire and Exhibit B Cost Sheet

Required Staffing Roles

Substitute teachers, clerical, janitorial, food services, instructional assistants professionals, and other substitute employees.

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this RFP from Provo School District?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 29, 2025. Proposals should be submitted to: Utah Public Procurement Place (U3P). For questions, contact Eliza Tuinei.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from Provo School District?

Civic IQ tracks all active and historical solicitations from Provo School District. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 1 year. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this RFP?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from Provo School District for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this RFP?

Most government agencies, including Provo School District in UT, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the RFP submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is Eliza Tuinei. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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