Crossing Guard Services

Purchasing Department
P. O. Box 13145 * Roanoke, VA 24031
(540) 853-1348 * Fax (540) 853-2836
April 23, 2026
REQUEST FOR PROPOSAL
RFP 3196
Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for:
CROSSING GUARD SERVICES
Proposal Submission Requirements
Proposals must be received by the Due Date and Time at bids.purchasing@rcps.info.
Due Date and Time: May 13, 2026; 3:00 P.M. (EST)
Announcement of Award: Upon the award or the announcement of the decision to award a contract
as a result of this Request for Proposal ("RFP"), the Director of Purchasing will publicly post such notice on the
Roanoke City Public Schools' website (https://www.rcps.info/departments/fiscal-services/purchasing) (Click on
Bids, RFPs, and Cancellations) for a minimum 10-day period.
ROANOKE CITY SCHOOL BOARD
Eric Thornton
Purchasing Director
******************************************************************************************
Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and
Addenda must be retrieved over the Internet at the following address:
https://www.rcps.info/departments/fiscal-services/purchasing.
Click on "Bids, RFPs, Cancellations"
***********************************************************************************************
This Public Body does not discriminate against Faith-Based Organizations
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TABLE OF CONTENTS
REQUEST FOR PROPOSAL
RFP 3196
CROSSING GUARD SERVICES
PAGE
I. PURPOSE 3
II. BACKGROUND 3
III. SCOPE OF SERVICES 3
IV. CONTRACT PERIOD 7
V. CALENDAR OF EVENTS 7
VI. PROPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION 8
VII. EVALUATION AND AWARD OF CONTRACT 9
VIII. COOPERATIVE PROCUREMENT 11
IX. GENERAL TERMS AND CONDITIONS 11
X. SPECIAL TERMS AND CONDITIONS 14
XI. ADDITIONAL FORMS 17
EXHIBIT A - SCHOOL AND GUARD LOCATION INFORMATION
EXHIBIT B - DIVISION CALENDAR
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RFP 3196
CROSSING GUARD SERVICES
I. PURPOSE
The purpose of this RFP is to solicit sealed proposals through competitive negotiation for Crossing Guard
Services for Roanoke City Public Schools. Roanoke City Public Schools ("RCPS", "Owner", or "Division")
intends to retain a qualified contractor(s) ("Contractor" or "Offeror") to provide these services for the
Division. RCPS reserves the right to make an award to one or more qualified offerors.
RCPS will select the Offeror or Offerors who, in the aggregate, most fully meet the Division's needs.
This document establishes the anticipated services to be performed and outlines the evaluation and
selection process. However, this document does not guarantee a contract.
II. BACKGROUND
Roanoke City Public Schools ("RCPS") is a progressive urban school Division serving the City of Roanoke,
Virginia. The Division is comprised of seventeen elementary schools, five middle schools, two high
schools, the Roanoke Valley Governor's School for Science and Technology, the Noel C. Taylor Learning
Academy, Forest Park Academy (which serves overage and under-credited middle school and high school
students), adult education programs, career and technical education programs, preschool programs for
low-income families, and after-school programs to assist students needing additional instruction.
RCPS has approximately 13,700 students and approximately 2,200 employees.
III. SCOPE OF SERVICES
RCPS seeks to contract with a qualified service provider(s) to provide crossing guard services.
Crossing guard services will include the recruitment, training, coordination, and management of all
crossing guard services provided. Crossing guard services will be provided at the school locations
identified in Exhibit A.
The scope of work includes, but is not limited to:
* Offerors will provide the number of hours per year of crossing guard services by qualified adult
crossing guards approved by RCPS during pre-determined time periods at specific locations
throughout the city, as shown in Exhibit A.
* Offeror will provide all administrative duties associated with the Crossing Guard Services for
RCPS.
* Offeror will provide all facilities, vehicles, and other associated equipment related to
conducting the crossing Guard Services. Required equipment will, at minimum, include safety-
reflectorized vests, stop signs, whistles, rain gear, and photo-identification badges.
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* Offeror shall provide all employees with equipment that complies with all applicable laws and
established safety standards.
* The Offeror shall arrange for and provide all substitute employees, ensuring that all designated
locations are staffed during the required time periods. Substitute employees should include
floater positions that can assist and/or fill in at locations when needed. The Offeror shall
contact RCPS immediately if a position cannot be filled by the Offeror.
* The Offeror shall be responsible for coordinating with the affected schools and school Division
to ensure coverage is provided at designated locations when school schedules are modified
and/or changed for any reason that requires children to arrive or depart at a time that is
different than the norm.
* The Offeror will provide all the training required for its employees selected to be crossing guards.
* Only documented, authorized Offeror's employees are eligible to work or permitted on or in RCPS
facilities (Verification of the INS-9 forms must be provided to RCPS upon request).
* The Offeror shall investigate all public complaints concerning crossing guard services. In the
event of a complaint, the Offeror shall contact RCPS Safety and Security Supervisor at 540-853-
2557, within two (2) hours to advise the nature of the complaint and the course of
action/remedy/resolution of said complaint. Offeror shall provide a written report of the
incident to RCPS Safety and Security within twenty-four (24) hours of the complaint.
1. General Requirements
* Offeror shall recruit, select, and employ crossing guards and alternate crossing guards as
required to provide coverage at each crossing guard post on each day when guards are required
in accordance with the calendar (Exhibit B) provided by the Division. The Offeror will monitor,
supervise, and assure the safety of all school children, parents, and provide traffic control that
monitors intersections and crosswalks while students are moving to and from school zones.
* New locations may be added at RCPS' request, and the Offeror will increase the service hours
accordingly. In addition, RCPS may remove crossing guard locations and/or reduce crossing guard
hours at a location with a 24-hour written notice.
* The Offeror will be required to provide for the supervision of all its employees associated with
conducting the Crossing Guard Services, including the recruitment, hiring, training, discipline, and
termination of employees.
* The Offeror shall certify that all its employees selected to perform the duties of a crossing guard
for RCPS have never been convicted of any felony, a crime of moral turpitude, or any crime
against children. In addition, the recruitment process shall incorporate a Pre-Employment
Screening Program that includes:
* An Employment reference check.
* A criminal background check and a fingerprint check that meet the minimum standards
established by RCPS.
* A drug and alcohol screening test.
* Social Security verification.
* Any employee of Contractor whose conduct is not satisfactory, as determined by RCPS, shall be
removed from providing crossing guard services for RCPS. Replacement personnel shall be
assigned immediately after the removal of any personnel.
* Offerors will provide the number of hours per year of crossing guard services by qualified adult
crossing guards approved by RCPS during pre-determined time periods at specific locations
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throughout the city, as shown in Exhibit A. Offeror will provide all administrative duties
associated with the Crossing Guard Services for RCPS.
* Offeror will provide all facilities, vehicles, and other associated equipment related to conducting
the Crossing Guard Services. Required equipment will, at minimum, include reflecting safety
vests, stop signs, whistles, rain gear, and photo-identification badges.
* Offeror shall provide all its employees with equipment that complies with all applicable laws and
established safety standards.
* The Offeror shall arrange for and provide all substitute employees, ensuring that all designated
locations are staffed during the required time periods. The Offeror shall contact RCPS
immediately if a position cannot be filled by the Offeror.
* The Offeror shall be responsible for coordinating with the affected schools and school Division to
ensure coverage is provided at designated locations when school schedules are modified and/or
changed for any reason that requires children to arrive or depart at a time that is different than
the norm.
* Offeror will provide all the required training for its employees selected to be crossing guards.
* Only documented, authorized Offeror's employees are eligible to work or permitted on or in RCPS
facilities (Verification of the INS-9 forms must be provided to RCPS upon request).
* Offeror shall maintain detailed records and reports of the total number of hours of service
provided. These records shall list the number of hours worked at each location. These records
will be made available for inspection and audit by RCPS at any time.
2. Minimum Standards for Crossing Guards
Crossing guards provided by the Offeror to provide services under this contract shall:
* Be at least eighteen years of age.
* Be physically and mentally capable of performing the duties of a crossing guard.
* Have the ability to establish and maintain effective working relationships with children, parents,
school officials, and law enforcement officials.
* Have the ability to remain calm and use good judgment and initiative in an emergency.
* Be of good moral character and have never been convicted of any felony, a crime
against children, or crime of sexual assault.
3. Duties of Crossing Guards
Crossing guards shall:
* Perform all work to the highest professional standard and in a manner deemed reasonably
satisfactory by the Chief Operations Officer or his Designee.
* Halt vehicles, when necessary, by mechanical (when present), hand signal, and stop sign to
permit children to cross the road safely.
* Maintain order among children assembled at street crossing points and permit them to cross only
when they can do so safely.
* Report to the Division the license plate number of motor vehicles that violate traffic laws or
crossing guard instructions.
* Make children aware of the elements of traffic safety and operation of pedestrian controls.
* Identify children to school officials who do not follow safety regulations.
* Wear a reflective traffic safety vest at all times when on duty.
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* Halt vehicles, when necessary, by mechanical (when present), hand signal, and stop sign, to
permit school buses and parents to cross the road safely and in a timely manner.
4. Examination of Work Area
* Before submitting a proposal, Offerors are responsible for familiarizing themselves with the
applicable schools and Crossing Guard locations. Submission of a proposal shall be deemed
conclusive evidence that such a tour has been made by each Offeror and shall constitute a waiver
by each of all claims of error in the proposal, withdrawal of the proposal, or combination thereof,
under the executed agreement, or any revision thereof. As part of its specifications, RCPS will
provide, upon request, all available information that it deems may be of assistance to prospective
Offerors.
* It should be noted that street intersections and other locations that are to receive school crossing
guard services will be determined at the sole discretion of RCPS.
5. Field Supervision
Offeror shall employ a field supervisor to make on-site visitations at crossing guard sites. Offeror
shall provide the name and contact information for the Field Supervisor to the Division. The
supervisor shall conduct daily on-site visits to crossing guard sites.
6. Training Program
The Offeror shall provide each crossing guard with all appropriate training for the position of crossing
guard before assigning a guard to any post. The training program shall include, but not be limited
to, the following:
* The Offeror agrees to provide all crossing guards performing under the contract with classroom
training prior to assignments. The Offeror further agrees that the training must cover handling
traffic, crossing children safely, appearance, and emergency conditions, including injuries and
motor vehicle accidents, legal powers, duties, knowledge of the legal authority and limitations of
the position, the requirements and courtesies in dealing with children, the motorist, and the
general public. Such training shall also include instructions on good behavior, proper wearing of
the uniform, and an orientation in the job requirements agreed upon by the Offeror and the
Division.
* The Offeror agrees to provide all crossing guards with on-the-job training to be conducted at the
assigned locations, with instruction adequate to provide the assigned crossing guard with an
understanding of the duties and characteristics that may be unique to the location. Additional
on-the-job training is to be provided whenever a change of any type affects the job duties at a
particular crossing.
* The Offeror shall make the crossing guards fully aware of the traffic regulations of the City of
Roanoke and determine a proper procedure for reporting violations.
* The Offeror shall establish operating regulations and general orders governing the conduct and
procedures of crossing guards and shall inform the crossing guards as to said regulations and
orders.
* All crossing guards must wear an identification card provided by the Offeror while on duty.
* The Offeror shall provide a refresher-training course for all crossing guards no sooner than thirty
(30) days before the beginning of each school year.
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7. Materials to be Supplied
The Offeror shall provide each crossing guard with the following equipment:
* Complete uniform with Offeror's identifiable patch or badge.
* Regulation-size hand-held stop sign.
* Traffic safety vest.
* High-visibility raincoat.
8. Reports and Meetings
Offeror shall provide the following reports to the Division in the frequencies specified:
* Master Crossing Guard List: This report shall include all crossing guards and the assigned posts,
backup guards, and supervisors assigned to the contract. This report is to be provided at the
commencement of the school year and updated periodically as changes occur. This report shall
be submitted via electronic mail to the Division in Microsoft format.
* Complaint Report: The Offeror shall have an established procedure for handling, responding to,
and documenting actions regarding all complaints received. A report of all complaints shall be
provided to the Division. This report shall include the following minimum information: Date of
complaint, post location, guard identification, type of complaint, action taken, total number of
complaints for the reporting period.
* Traffic and safety violations: The Offeror shall develop a procedure for reporting traffic and
safety violations to the Division.
* The Division may request a meeting with the Offeror to discuss performance or address specific
issues that may arise. Additionally, the Offeror may be requested to attend various meetings
involving the school principals, parents, and similar entities regarding contract and/or safety-
related issues. The Offeror will agree to attend these meetings, at no charge to the Division, as
necessary during the contract term.
Responding Offerors should include all services proposed for this project within the response. The
final scope of services will be determined during negotiations and in the contract.
IV. CONTRACT PERIOD
The initial contract period will be from July 1, 2026, until June 30, 2027. Upon the mutual agreement
of the parties in writing, non-exclusive contract(s) may be extended by RCPS for up to four (4)
optional one (1) year renewals.
V. CALENDAR OF EVENTS
Date
Release RFP April 23, 2026
Receive Written Inquiries (no later than)* April 29, 2026 | 5:00 P.M.
Answer Written Inquiries (no later than)** May 6, 2026 | 5:00 P.M.
Receive Proposals May 13, 2026 | 3:00 P.M.
*Questions regarding this RFP should be emailed to bids.purchasing@rcps.info.
**Answers will be posted to the RCPS Purchasing Department website as an addendum.
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VI. PROSPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION
To be considered for selection, Offerors must electronically submit a complete response to
this RFP. Specifically, Offerors must provide one (1) original and one (1) redacted copy that omits
any proprietary or confidential information that the Offeror requests to be withheld from public
view.
Proposals shall be signed by an authorized representative of the Offeror. All information requested
should be submitted. Failure to submit all information requested may result in RCPS requiring
prompt submission of missing information and/or giving a lower evaluation of the proposal.
Proposals should be prepared simply and economically, providing a straightforward, concise
description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on
completeness and clarity of content. Proposals should be organized in the order in which the
requirements are presented in the RFP. All pages of the proposal should be numbered. Each
paragraph in the proposal should reference the paragraph number of the corresponding section of
the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the
requirements as it appears in the RFP. If a response covers more than one page, the proposal
should contain a table of contents that cross-references the RFP requirements. Information
that the Offeror desires to present that does not fall within any of the requirements of the RFP
should be inserted at an appropriate place or be attached at the end of the proposal and
designated as additional material.
Responses must be delivered not later than 3:00 P.M. on May 13, 2026, to
bids.purchasing@rcps.info.
Interested firms should submit a proposal that responds to the items listed below.
Proposals should be concise and address each item in the order outlined below:
1. Title Page - The title page shall, at a minimum, show the Offeror's name, Request for Proposal
title, and the date.
2. Cover Letter/Letter of Introduction - The cover letter shall introduce the Offeror and establish
the Offeror's interest in providing crossing guard services. Present a summary of the proposal
and the Offeror's understanding of the project. Identify what the Offeror believes to be the key
issues regarding this project, stressing the Offeror's approach to the scope of work. An
individual authorized to commit the resources of the Offeror must sign the letter. Include a
brief history of the Offeror's company profile and a list of persons or officers authorized to
enter into a binding agreement with RCPS. If this proposal is a joint venture or involves
subcontracting, this shall also be stated in the letter of introduction.
3. Training - Provide a complete description of your crossing guard and safety training programs.
Include the type of training, materials used, testing, and total training hours required prior to
assigning a crossing guard to a school location. In addition, indicate the period of time for re-
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testing and re-evaluation of your existing crossing guards. A copy of all training manuals should
be included in the proposal (if any).
4. Project Staffing - Identify the person to be designated as the project manager and the person
designated as the field supervisor. Include a listing, with qualifications, of personnel who have
had experience in supervising school crossing guards, and other employees who will be
associated with the service. Also, provide resumes of the key personnel involved with this
service. For the project manager, include relevant information regarding their recent
management of three similar programs. RCPS expects that the field supervisor will be available
by telephone on all occasions for discussion with RCPS staff, and to be locally available for
meetings in person upon 24-hour written or telephonic notice.
A. Submit an organizational chart showing the name of the project manager, field
supervisor, and other key personnel, and all staff assigned to the project. RCPS reserves the
right to approve the final staffing plan.
B. Submit a plan to ensure all positions are properly staffed during the times designated by
RCPS for the School Division. The plan shall include any policies dealing with the staffing of
alternate Crossing Guards should an assigned Crossing Guard fail to report for duty.
5. Subcontractors - Identify any subcontractors that would be used to implement, staff, and
manage the crossing guard program. Give a detailed description of their involvement, scope of
work, and responsibilities. RCPS strongly prefers that no subcontractors be used by the Offeror
in the delivery of the Scope of Services; however, this is not a requirement.
6. Offeror Qualifications and Project Experience - RCPS is particularly interested in selecting an
Offeror that has extensive experience in providing crossing guard services to School Divisions.
Discuss the overall capabilities of the Offeror. Include a brief description of the Offeror's
history and recent relevant experience (within the last five years).
7. References - The Offeror should submit at least five (5) references for whom similar or
comparable services have been performed. Include the name, along with the current mailing
address and telephone number of their principal representatives.
8. Cost Proposal - Pricing should be as detailed as practical.
9. Indicate the firm's qualifications as a locally owned business enterprise ("LBE"), minority
business enterprise ("MBE"), and/or women business enterprise ("WBE") as defined in this RFP.
VII. EVALUATION AND AWARD OF CONTRACT
A. Evaluation Criteria: Proposals shall be evaluated using the following criteria.
Criteria Points
1. Offeror's qualifications and similar project management
experience. 24
2. Rate/Fee Structure. 30
3. Overall understanding of the scope of services and
quality of the proposal. 15
4. Key project personnel's qualifications, experiences, and
time commitment. 15
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5. References. 10
6. Certified locally owned business enterprise (LBE). 2
7. Certified minority business enterprise (MBE). 2
8. Certified women business enterprise (WBE). 2
Total Points 100
B. Award:
Selection shall be made of one or more Offeror(s) deemed to be fully qualified and best suited
among those submitting proposals on the basis of the evaluation factors included in the
Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations
shall be conducted with the Offeror(s) selected. Price shall be considered, but need not be the
sole determining factor. After negotiations have been conducted with each Offeror(s) so
selected, RCPS shall select the Offeror(s) which, in its opinion, has made the best proposal, and
shall award the contract to that Offeror(s). RCPS may cancel this Request for Proposal or
reject proposals at any time prior to an award and is not required to furnish a statement of the
reason why a particular proposal was not deemed to be the most advantageous (Section 2.2-
4319 and Section 2.2-4359, Code of Virginia).
Oral Presentations: Offerors who submit a proposal in response to this RFP may be required
to give an oral presentation of their proposal to RCPS. This provides an opportunity for the
Offeror to clarify or elaborate on the proposal.
The oral presentation is a fact-finding and explanation session only and does not include
negotiations. RCPS will schedule the time and location of these presentations. Oral
presentations are an option of RCPS and may or may not be conducted.
C. Definitions: LBE, MBE, WBE.
"Local owner" - an individual who has an ownership interest in a business enterprise and
whose primary residence is within the Roanoke Metropolitan Area. For the purposes of this
policy, the Roanoke Metropolitan Area shall include all cities, counties, and towns within the
Commonwealth of Virginia that are within a 50-mile radius of the City of Roanoke.
"Locally-owned business enterprise (LBE)" - a business that(i) is privately held, (ii) has Local
Owners that own at least fifty-one percent of the business, (iii) has Local Owners that control
the management and daily operations of the business, (iv) is registered in Virginia with no
corporate headquarters outside of the Commonwealth, and (v) has completed the certification
steps set forth below.
In order to be placed on the Purchasing Division's list as a LBE, a business must provide the
Purchasing Director with (i) a copy of its local business license, (ii) a copy of the businesses
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