Polk County Public Schools - Substitute Teaching Services RFP 037-DW-0526 (2026)
Polk County School DistrictSchool · Bartow, FL- Due
- May 18, 2026
- Deadline passed
- Posted
- Apr 20, 2026
- Contract term
- 4 years
- Primary contact
- Denise Whitaker
- (863) 534-0576
The 30-second brief
Polk County Public Schools (PCPS) is soliciting competitive proposals from qualified firms to provide comprehensive Substitute Teaching Services. The intent is to continue outsourcing these services, including recruitment, screening, training, Level 2 background checks, employment, timekeeping, payroll, invoicing, reporting, and adherence to specified SLAs. PCPS utilizes approximately 1,150 substitutes daily and 206,000 annually. The proposal response deadline is May 18, 2026 at 3:00 PM, with an initial contract term of four (4) years starting September 1, 2026. Submittals must be made electronically via www.myvendorlink.com under RFP Number 037-DW-0526.
Recruitment & Outreach, Screening & Hiring, Level 2 Background Screening & Fingerprinting, Training, Staffing & Dispatch, Timekeeping & Payroll, Invoicing & E-Payables, System, Reporting, Service Management
Experience & Qualifications (25), Recruitment/Hiring/Training Approach (25), System Functionality & Integrations (15), Reporting & Performance History (SLAs/Fill-Rates) (15), Account Management & Staffing Plan (local support) (10), Pricing (markup rates, conversion fees, etc.) (10)
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Summary
Polk County Public Schools (PCPS) is soliciting competitive proposals from qualified firms to provide comprehensive Substitute Teaching Services.
The intent is to continue outsourcing these services, including recruitment, screening, training, Level 2 background checks, employment, timekeeping, payroll, invoicing, reporting, and adherence to specified SLAs. PCPS utilizes approximately 1,150 substitutes daily and 206,000 annually. The proposal response deadline is May 18, 2026 at 3:00 PM, with an initial contract term of four (4) years starting September 1, 2026. Submittals must be made electronically via www.myvendorlink.com under RFP Number 037-DW-0526.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
10- Recruitment & Outreach
- Screening & Hiring
- Level 2 Background Screening & Fingerprinting
- Training
- Staffing & Dispatch
- Timekeeping & Payroll
- Invoicing & E-Payables
- System
- Reporting
- Service Management
REQUIRED ATTACHMENTS
8- A. Pricing Form
- B. Reference Request
- C. Acknowledgment & Addenda
- D. Conflict of Interest
- E. Drug-Free Workplace
- F. E-Verify
- G. Exceptions Form
- Required Response Form
REQUIRED STAFFING
13- Submit to
- www.myvendorlink.com
- Duration
- 48 months
- Scope location
- Bartow, FL
- Reported agency
- Polk County Public Schools
Questions about this RFP
How do I respond to this RFP from Polk County School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 18, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: www.myvendorlink.com. For questions, contact Denise Whitaker.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Polk County School District in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Denise Whitaker at (863) 534-0576. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Substitute Teacher, Substitute Teacher Long-Term 10+ days, ESE Substitute Teacher Learning Centers, ESE Substitute Teacher Long-Term Learning Centers 10+ days, Paraprofessional, Paraprofessional ESE learning centers, Paraprofessional CDAT, Clerical, Special Activity Pay, Professional Development Pay. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Recruitment & Outreach, Screening & Hiring, Level 2 Background Screening & Fingerprinting, Training, Staffing & Dispatch, Timekeeping & Payroll, Invoicing & E-Payables, System, Reporting, Service Management. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Experience & Qualifications (25), Recruitment/Hiring/Training Approach (25), System Functionality & Integrations (15), Reporting & Performance History (SLAs/Fill-Rates) (15), Account Management & Staf..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Polk County School District?
All active and historical solicitations from Polk County School District are tracked and searchable. As a school agency, Polk County School District regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 4 years. Contract terms may include renewal options.
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, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: A. Pricing Form, B. Reference Request, C. Acknowledgment & Addenda, D. Conflict of Interest, E. Drug-Free Workplace, F. E-Verify, G. Exceptions Form, Required Response Form. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Polk County School District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Bartow, FL. Review the full solicitation for detailed scope requirements.