Crossing Guard Services

Response Submission Information
Project Name: Crossing Guard Services RFP Number: 26-007
Due Date: April 17, 2026 Time: 11:00 a.m. CDT
Attention: Margaret Schwarz, Assistant CFO Department: Public Safety Department
Submit Proposal to Demandstar: https://network.demandstar.com/ or by mail to Village of Glencoe, 675 Village
Ct., Glencoe, IL 60022
Request for Proposal Response
Company Name: _____________________________________________________________________________
Mailing Address: _____________________________________________________________________________
City: ___________________________________________ State: ______________________ Zip: _____________
PROPOSAL ON: Crossing Guard Services, per the specifications herein.
Scope of Work
Total Not-To-Exceed Price:
2026-2027 School Year $
2027-2028 School Year $
NOTE TO PROPOSERS: Any and all exceptions to these specifications MUST be clearly and completely stated in
writing on the proposal sheet. Attach additional pages if necessary. Please be advised that any exceptions to
these specifications may cause your proposal to be disqualified.
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 1

GENERAL TERMS AND CONDITIONS
Section 1: Intent
It is the intent of the Village of Glencoe ("Village") in order to retain the services of a qualified Contractor
("Contractor") to provide school Crossing Guard services on behalf of the Village for seven (7) locations in support
of District 35 West, Central, and South Schools as part of a two-year signed agreement with the Village to include
the 2026-2027 and 2027-2028 regular school years. Additional extensions of the initial two-year agreement are
anticipated upon mutual agreement. A formal scope of services is included in the request, and the Village is
seeking input on the process within submitted proposals which will ensure a successful outcome for the services.
Section 2: Proposal Price
The Proposer shall offer pricing on the Village's pricing sheet (page 1 of this document). Proposers must note any
items which the Proposer cannot perform or intends to subcontract. Proposal pricing must remain firm for the
term of the agreement, and Proposers must propose a not-to-exceed price. The not-to-exceed price shall be all-
inclusive of all meetings, telephone calls, transportation, materials, supplies, labor, equipment and any other
reimbursable costs required to fulfill the scope of work as identified herein.
Section 3: Additional Information and Technical Questions
Proposers should also submit questions via email to Margaret Schwarz at the email address
mschwarz@villageofglencoe.org. Questions are due no later than April 10, 2026, 4:30 p.m. CDT. Answers to the
questions will be provided on April 13, 2026, by 4:30 p.m. CDT. All changes to these specifications are valid only if
they are included in a written addendum from the Village to all Proposers.
Section 4: Silence of Specifications
The apparent silence of specifications as to any detail or apparent omission from a detailed description concerning
any portion of this document shall be interpreted as meaning that only the best commercial material or practice
shall prevail.
During the period beginning with the issuance of the solicitation document through the execution of the award
document, bidders are prohibited from all communications regarding this solicitation with Village staff, Village
consultants, Village legal counsel, Village agents, or elected officials. Any attempt by a bidder to influence a
member or members of the aforementioned may be grounds to disqualify the bidder from participation in this
solicitation.
Exceptions
* Written communications directed to the Assistant Chief Financial Officer, who serves as the Village's
Purchasing Coordinator.
* All communications occurring at pre-bid meetings.
* Oral presentations during finalist interviews, negotiation proceedings or site visits.
Section 5: Insurance, Hold Harmless and Indemnification
In addition to other standard contractual terms the Village needs, the Village will require the selected Contractor
to comply with indemnification, hold harmless and insurance requirements as outlined below:
Contractor shall defend, indemnify and hold the Village, its officers, officials, employees and volunteers harmless
from all claims, injuries, damages, losses or suits including attorney fees arising out of or resulting from the acts,
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 2

errors or omissions of the Contractor in performance of this Agreement, except for injuries and damages caused
by the sole negligence of the Village.
The Contractor shall procure and maintain, for the duration of this agreement, insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the performance of the work
hereunder by the Contractor, his agents, representatives, employees or subContractors. The cost of such
insurance shall be paid by the Contractor. Insurance shall meet or exceed the following unless otherwise approved
by the Village.
A. Minimum Levels of Insurance
1. Comprehensive or Commercial General Liability: $1,000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and
property damage.
3. Worker's Compensation coverage as required by the Industrial Insurance Laws of the State of
Illinois.
4. Excess/Umbrella insurance coverage: $9,000,000 Per Occurrence, $9,000,000 Aggregate
B. Other Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1. General or Commercial Liability and Automobile Liability Coverages
a. The Village, its officials, employees and volunteers are to be covered as additional
insureds with respect to: liability arising out of activities performed by or on behalf of
the Contractor; products and completed operations of the Contractor; premises
owned, leased or used by the Contractor; or automobiles owned, leased, hired or
borrowed by the Contractor. The coverage shall contain no special limitations on the
scope of protection afforded to the Village, its officials, employees or volunteers.
b. The Contractor's insurance shall be primary insurance with respect to the Village, its
officials, employees and volunteers. Any insurance or self-insurance maintained by
the Village, its employees or volunteers shall be in excess of the Contractor's
insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the Village, its officials, employees or volunteers.
d. Coverage shall state that the Contractor's insurance shall apply separately to each
insured against whom the claim is made, or suit is brought, except with respect to the
limits of the insurer's liability.
2. All Coverages
a. Each insurance policy required by this clause shall state that coverage shall not be
canceled by either party except after thirty (30) days prior written notice has been
given to the Village.
b. The General Commercial Liability and Excess/Umbrella policies obtained by
Contractor shall include coverage sufficient to cover claims relating to sexual
misconduct. Contractor agrees to name Customer, the District, and their officers,
employees and directors as Additional Insureds on Contractor's General Commercial
Liability, Auto liability, and Excess/Umbrella insurance policies.
3. Acceptability of Insurers
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 3

a. Insurance is to be placed with insurers with the current Bests' rating of A- or better,
or with an insurer acceptable to the Village.
4. Verification of Coverage
a. Contractor shall furnish the Village with certificates of insurance and copies of actual
insured endorsements affecting coverage required by this clause. The certificates and
endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf and shall name the Village, its officials,
employees and agents as "additional insureds" except for coverages identified above.
The certificates are to be received and approved by the Village before work
commences. The Village reserves the right to require complete, certified copies of all
required insurance policies at any time.
5. Subcontractors
a. Contractor shall include all subcontractors as insured under its policies or shall require
subcontractors to provide their own coverage. All coverage for subcontractors shall
be subject to all the requirements stated herein.
6. Indemnification
a. Contractor shall, without regard to the availability or unavailability of any insurance,
either of Customer or Contractor, indemnify, hold harmless, and defend Customer,
the District and all of their officials, employees, agents, and attorneys against
lawsuits, claims, demands, damages, liabilities, losses, and expenses, including
attorneys' fees, but only to the extent that such lawsuits, claims, demands, damages,
liabilities, losses and expenses arise from the negligent acts, errors or omissions or
wrongful misconduct of Contractor or Contractor's Service Personnel during the
performance of, or failure to perform, the Services or any part thereof,, except to the
extent caused by the negligence of Customer or the District. Notwithstanding
anything to the contrary herein, Contractor shall not be obligated to indemnify, hold
harmless or defend Customer, the District or their officials, employees, agents and
attorneys from and against any lawsuits, claims, demands, damages, liabilities, losses
and expenses arising out of any slips, trips or falls on or near the location of services,
except to the extent caused by sole and direct negligent acts, errors or omissions of
Contractor.
Section 6: Evaluation/Acceptance of Proposals
The Village intends to select a Contractor that furnishes satisfactory evidence that it has the requisite experience,
ability, resources and staffing to enable it to perform the scope of work successfully. In making the decision as to
whether to select a Contractor, the Village will consider the following factors (listed in no particular order):
1. Prior experience performing similar work.
2. Ability, capacity and skill to fulfill the services as specified.
3. References from prior or current clients.
4. Village's prior experience with the Contractor, if applicable.
5. Compliance with RFP specifications.
Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability,
reputation, and expertise of the Proposer.
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 4

The Village may accept the proposal that is, in its judgment, the best and most favorable to the interests of the Village
and to the public; reject the low-price proposal; accept any item of any proposal; reject any and all proposals; or waive
irregularities and informalities in any proposal submitted or in the request for proposals process. As a point of
reiteration, the Village reserves the right to accept in whole or in part any item of any proposal. The waiver of any
prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers
should not rely on, or anticipate, any waivers in submitting their proposals.
Section 7: Other Terms
No Collusion
In submitting this proposal, the Proposer declares that the only person or party interested in the proposal as principals
are those named herein, and that the proposal is made without collusion with any other person, firm or corporation.
Engagement
The Proposer further understands and agrees that if their proposal is accepted, the individual will engage the Village
to provide the services within seven (7) days of receiving notice of the selection. This would follow any required
approvals by the Village Board or Village Staff per the Village's Procurement Policy.
Payment
All payments for the Services will be made by the Village in conformance with the requirements of the Local
Government Prompt Payment Act (50 ILCS 505).
All costs incurred with the submission of proposals are solely those of the proposer. The Village, Trustees and/or
staff will not reimburse any expenses of those proposers. Proposers accept all risks of late delivery of mailed
proposals regardless of fault. Facsimile and other electronically transmitted proposals will not be considered. All
proposals and accompanying documentation will become the property of the Village of Glencoe. After the
execution of the agreement, any alterations to existing fees or additional fees imposed must be approved by the
Village in the form of an addendum to the agreement. All addenda are subject to the review of legal counsel.
Confidentiality
Proposals and other documents submitted shall be examined to determine the validity of any written requests for
nondisclosure of proprietary or confidential information. After award of a contract, all responses, documents, and
materials submitted by the respondent pertaining to this RFP will be considered public information unless
otherwise determined by legal counsel. All data, documents and other information developed because of this
contractual agreement shall become the property of the applicable municipality. Based on the public nature of
RFP's, a respondent must inform the Village, in writing, of the exact materials in the submittal which it believes
are proprietary or confidential and should not be made part of the public record in accordance with the Illinois
Freedom of Information Act. The respondent will be financially responsible for all expenses of the municipality,
its public officials, consultants, employees, agents and representatives in defending the denial of access to such
material pursuant to a Freedom of Information Act request.
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 5

CROSSING GUARD SERVICES OVERVIEW
Section 1: Background
The Village of Glencoe is a residential community located approximately 20 miles north of Chicago along the North
Shore, with a population of approximately 9,000 residents. The Village is known for its strong civic engagement,
high quality of life, and emphasis on public safety and education.
Public education is provided by Glencoe School District 35, which serves approximately 1,200 students in pre-
kindergarten through eighth grade across three schools: South School (grades K-2), West School (grades 3-4), and
Central School (grades 5-8). The District and Village prioritize student safety, particularly during school arrival and
dismissal periods.
The three school campuses generate significant pedestrian and vehicular traffic at key times of day, making safe
student crossings at designated intersections a critical public safety function.
Section 2: Scope of Work
Proposals are being sought from qualified Contractors provide school Crossing Guard services on behalf of the
Village for seven (7) locations in support of District 35 West, Central, and South Schools as part of a two-year
signed agreement with the Village to include the 2026-2027 and 2027-2028 regular school years. Additional
extensions of the initial two-year agreement are anticipated upon mutual agreement. The qualified Contractor
should also incorporate a Crossing Guard supervisor not assigned to a post to manage those Crossing Guard
personnel as part of the proposal. The extent of the final scope of services and associated components will be
determined through review and discussion by the Village Board of Trustees. Candidates responding to the RFP
should offer additional insight into approaches and strategies gained from similar projects and confirm that the
Village's approach is appropriate depending on the Village's existing conditions.
The schedule of work, to include the school bell schedule and number of hours per school day required for staffing,
is listed below:
Glencoe D35 Crossing Guard Program
2026/2027 School Year AM Time PM Time Hours/Day
Green Bay/Harbor - South School 8:15 to 8:55 2:50 to 3:25 2
Vernon/Jackson - South School 8:15 to 8:50 2:50 to 3:25 2
Vernon/Hazel - Central 7:45 to 8:30 3:15 to 3:50 2
Dundee/Vernon - West & Central School 7:45 to 8:45 3:25 to 3:50 2
Dundee/Forest Way A - West School 8:05 to 8:55 3:05 to 3:40 2
Dundee/Forest Way B - West School 8:05 to 8:55 3:05 to 3:40 2
Forest Way/Willow Tree - West School 8:05 to 8:55 3:05 to 3:40 2
Supervisor 4
School Bell Times
Central - 1st Bell 8:15 - Class Starts 8:20 - Dismissal 3:25
South - 1st Bell 8:40 - Class Starts 8:50 - Dismissal 3:00
West - 1st Bell 8:35 - Class Starts 8:45 - Dismissal 3:15
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 6

Glencoe School District 35
Glencoe, Illinois
2026-2027 School Year Tentative Calendar
August 20, 21 Thursday & Friday Teacher Institute Days
24 Monday Meet the Teacher at All Schools, K - 8
25 Tuesday Full Day of Student Attendance, K - 8
September 7 Monday Labor Day - No School
21 Monday Yom Kippur - No School
October 12-13 Monday & Tuesday Teacher Institute Days - No Student Attendance
29-30 Thursday & Friday Parent/Teacher Conferences - No Student Attendance
November 23-27 Monday-Friday Thanksgiving Break - No School
December 21 Monday Winter Break Begins
January 4 Monday School Resumes after Winter Break
18 Monday Martin Luther King Jr. Day - No School
February 12 Friday Parent/Teacher Conferences - No Student Attendance
15 Monday Presidents' Day - No School
March 22-29 Monday - Monday Spring Break - No School
30 Tuesday Students Return from Spring Break
April 21 Wednesday Teacher Institute Day - No Student Attendance
May 31 Monday Memorial Day - No School
June 3 Thursday 8th Grade Graduation
Last Day for Kindergarten - 7th - Early Dismissal
8 Tuesday (If no Emergency Days are used)
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 7

The Contractor will begin providing the Services beginning approximately August 25, 2026, to the last
day of student attendance (tentatively June 8, 2027) during year one of the agreement. Year two
schedule of the agreement is pending but anticipated to be similar in structure. The Contractor will
provide services on every day that students of the District attend school in person and provide a
structure for coverage in the event Crossing Guards are absent. It will be the Contractor's responsibility
to verify the regular year school calendar and schedule accordingly. A current copy of the District's school
calendar can be found on the District Website District 35 - Glencoe School District 35. Provided, however,
that the calendar is subject to change and at the sole discretion of D35 schools and the Village.
The Crossing Guards will be on duty at the School Locations during: (a) all school days throughout the
School Year beginning and ending at various times established by the District depending on location and
individual school arrival and dismissal times, unless otherwise directed by the Village; Director of Public
Safety; or his designee; and (b) certain special events held at the School Locations during each school
year, upon the prior written consent of the Village Director of Public Safety. While on duty at the School
Locations, the Crossing Guard will cooperate in good faith and will coordinate the performance of the
Crossing Guard's duties, with the Superintendent of the District or his or her designee. Contractor and
Crossing Guards shall comply with best practices for the provision of Crossing Guard services, such as
the NHSTA National Center for Safe Routes to School Adult Crossing Guard Guidelines.
Minimum Standards/Requirements for Crossing Guards:
* Must be at least 18 years of age.
* Must be physically and mentally capable of performing the duties of a Crossing Guard.
* Possess a valid Illinois Driver's License or State Identification Card
* Ability to communicate clear and effective directions to children and adults.
* Ability to remain alert, calm, and able to exercise good judgment during daily operations, and
during potential emergency situations.
* Be of good moral character and have never been convicted of any felony, a crime against children,
crime of sexual assault, or any other offense that would suggest inappropriate behavior around
children.
Hiring and Recruitment of Crossing Guards:
All recruitment, hiring, interviewing, and background procedures will be the responsibility of the
Contractor. The Contractor must provide documentation to the Village evidencing that an annual
fingerprint criminal background check has been completed on each individual Crossing Guard and
substitute Crossing Guard, including checks for sexual predator and sex offender registry status. The
required fingerprint background check must be conducted annually, at no cost to the Village, no more
than forty-five (45) days before the official start date of each school year. The Contractor will provide a
copy of the background check results for each individual employee to the Village. This must be
accomplished prior to any Crossing Guard being placed at a location and having contact with children,
parents, or school staff. The Director of Public Safety or designee retains authority to reject a potential
Crossing Guard based on results of the background check.
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 8

The Contractor must mandate that all employees assigned to the Village report any criminal charges
brought against them immediately. Upon notification, the Contractor must immediately contact and
report the charge to the Village.
Training
It is the sole responsibility of the Contractor to ensure that all Crossing Guards, substitute Crossing
Guards, and any supervisors, receive proper training prior to being placed at a crossing location in any
capacity. The Contractor will provide documentation of training completion for each employee to the
Village. Training curriculum must include, at a minimum: traffic control and instruction on basic traffic
laws; classroom and field instruction on crossing children safely; recognition of dangerous and hazardous
situations, including emergency reporting procedures (injuries, traffic accidents, suspicious activity);
knowledge of scope of authority and limitations of assigned position; and good customer service skills
consistent with the NHSTA National Center for Safe Routes to School Adult Crossing Guard Guidelines.
Annual refresher training must be provided by the Contractor to all Crossing Guards, substitute Crossing
Guards, and supervisors assigned to the Village, no more than forty-five (45) days prior to the start of
each new school year. Documentation of this training will be provided to the Village annually, no later
than seven days prior to the start of the new school year.
Equipment and Uniforms:
At Contractor's sole cost and expense, Contractor shall provide each Crossing Guard with any such
equipment identified by agreement with the Village, that is deemed necessary or appropriate. At a
minimum, this will include a reflective stop sign no smaller than 13 inches in diameter, a whistle, a
fluorescent safety vest with the words "School Crossing Guard" clearly visible, and a high visibility
raincoat, also with the words "School Crossing Guard" visible.
Traffic and Safety Violation Reporting:
The Contractor must provide a procedure for reporting traffic and safety violations observed by the
Crossing Guards to the Village.
The Contractor will assume all responsibility for handling complaints about Crossing Guards or the
program itself, with the exception of those that require immediate or emergency police follow-up. The
Contractor must create a reporting procedure for handling, responding to, and documenting actions
regarding all complaints received. The reports must include the date of complaint, post location, guard
name, type of complaint, action taken and total number of complaints for that reporting period. A report
of all complaints must be provided to the Village within a reasonable time period or upon request. It will
be the Contractor's responsibility to make sure all complaints of a criminal nature or emergency safety
related issues are brought to the Village's attention immediately.
Prohibited Acts:
Any school Crossing Guards provided by Contractor are prohibited from the following activities while
performing the duties of Crossing Guard:
* Smoking or use of tobacco products, alcoholic beverages, and illegal substances;
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 9

* Listening to audio or multimedia devices; and/or
* Use of any electronic communication device other than for emergency situation.
Scheduling of School Crossing Guards:
All scheduling, including staff to cover short notice and long-term vacancies, is the responsibility of the
Contractor. A $75 fee will be charged on each day of occurrence, per school crossing, that the Contractor
is unable to fill a vacancy, requiring Village staff to cover the Crossing Guard location. The Village will
waive the $75 fee for the first three absences of each school year. It shall be the sole responsibility of
the Contractor to develop a notification process and make timely notifications of any vacancies to the
Village.
Rate of Pay:
The Contractor will provide an hourly billing rate both for normal duties, and for overtime/holiday pay.
Crossing Guards will be invoiced for a minimum of one (1) hour per shift. Supervisors shall be invoiced
for a minimum of two (2) hours per shift. The Village shall only pay for work done: the Contractor will
provide logs of Crossing Guard work times to reconcile each invoice.
Section 3: Proposal Content and Forms
A. Proposal Format
a. Submittals should be typed and submitted electronically. Proposers should not include any
unnecessarily elaborate or promotional material. Lengthy narratives are discouraged, and
presentations should be brief and concise. All pages shall be sequentially numbered, and each
section should be separately and clearly tabbed. Submittals should include a complete table of
contents for the entire document with respective page numbers opposite each topic that is
included.
B. Letter of Transmittal: The Letter of Transmittal shall be addressed to Assistant CFO Margaret Schwarz,
and must, at a minimum, contain the following:
a. Identification of Proposer that will have the authorization to commit to the contractual terms
and conditions. Identification shall include legal company name, corporate address, telephone,
fax number and e-mail address. Include name, title, address, telephone number and e-mail
address of the contact person during the proposal evaluation phase.
b. Identification of proposed subcontractors, including legal company name, contact person's
name, address, phone number. Working relationship between Proposer and subcontractors, if
applicable.
c. Acknowledgment of receipt of all RFP addenda, if any.
d. A statement to the effect that the proposal shall remain valid for a period of not less than 120
days from the date of submittal.
e. Signature of a person authorized to bind Proposer to the terms of any contract resulting from
the submittal.
f. A statement to the effect that by signing the letter of transmittal, Contractor is attesting that all
information submitted with the submittal is true and correct.
C. Technical Proposal:
a. Qualifications: This section of the proposal should establish the ability of the Contractor to
satisfactorily perform the required work by providing evidence of experience in performing work
________________________________________________________________________________________________________________
Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services
Due: April 17, 2026
Page 10