Staff Leasing and Management

Logos Public Charter School

Request for Proposal

Staff Leasing and Management

Prepared By: Logos Public Charter School

Date: May 30th, 2014

TABLE OF CONTENTS

1Executive Summary...... 3

2Background and current status...... 4

3Scope of work

3.1Overview

3.2Stakeholder Expectations...... 6

4RFP requirements Process...... 7

4.1Intent to Respond

4.2RFP schedule...... 7

4.3RFP RELATED questions / clarifications / submission...... 8

4.4RFP evaluation process...... 8

4.5RFP terms & conditions...... 9

4.5.1Liabilities of Ministry/Agency...... 9

4.5.2Proposal Process Management...... 9

4.5.3Bid Expiration Date...... 9

4.5.4Confidentiality & RFP Ownership

4.6Basic Partner presentation

4.6.1Contract Negotiations

4.6.2Implementation Schedule

4.6.3Project Management

5response format (Proposal format)...... 11

5.1proposal content...... 11

5.1.1Completing the Requirement Specification...... 11

5.1.2Basic Partner Responsibility...... 12

5.2financial proposal...... 12

6Requirement Specification...... 13

6.0.1Rubric and scoring...... 13

6.1Payroll and Accounting...... 13

6.1.1Payroll...... 13

6.1.2Taxes and Reporting...... 13

6.2State and Federal Compliance...... 13

6.2.1Compliance with State and Federal Laws for Public Schools...... 13

6.2.2Compliance with TSPC and ODE for all teacher licensure...... 13

6.2.3Compliance with OSHA and State laws for employees...... 14

6.3Insurance

6.3.1Liability Insurance...... 14

6.3.2Health Insurance...... 14

6.3.3Worker’s Compensation Insurance...... 14

6.4Employee Management and Human Resources...... 14

6.1.2Hiring and Firing...... 14

6.1.2Evolving Employee Policies, Procedures, and Handbook...... 14

6.1.2Record keeping of all Employee files...... 14

6.5Availability Requirements15

7Basic partner profile & reference...... 16

7.1basic partner details...... 16

7.2Staff details

7.3support details

1Executive Summary

Logos Public Charter School (LPCS) is an accredited K – 12th grade public school, sponsored by the Medford School District 549C. We incorporate the concepts of personalized learning, collegial relationships with parents, education in a “classroom without walls”, and strong community partnerships. We support and guide parents as they homeschool their children. We are a quality school of choice for any student who would benefit from an individualized education. LPCS is committed to equal opportunity for all individuals in education. The school’s programs and activities will be free from discrimination based on sex, race, color, religion, sexual orientation, national origin, physical or mental disability, or any other unlawful consideration.

Charter school definition:A charter school in Oregon is a public school operated by a group of parents, teachers and/or community members as a semi-autonomous school of choice within a school district. It is given the authority to operate under a contract or “charter” between the members of the charter school community and the local board of education (sponsor). Under Oregon law, a charter school is a separate legal entity operating under a binding agreement with a sponsor. A public charter school is subject to certain laws pertaining to school district public schools, is released from others and must operate consistent with the charter agreement.

LPCS has had great success in the four years since its inception and has outgrown its current management. This exponential growth has created a need for services in employee management including: human resources management, payroll and accounting, employee recruiting, hiring and firing, and training and support.

The unique education model that LPCS has created provides a wide range of locations that leased employees will provide services. Teachers will travel to student’s homes, public locations, or LPCS to meet and support family’s education.

An agreement where employees will travel on a day-to-day basis is a must.

2Background and current status

To be able to offer the right employees and services, your firm must understand LPCS’ history, strategic objectives, and organizational structure that have created a healthy school.

LPCS was started by John and Joseph VonDoloski, two brothers who wanted to give their children a first-class education. Both men were interested in personally overseeing their children’s education and believed that homeschooling was the best option to do that. Resources, including curriculum and funds, were slim for homeschooling families. So together they created a charter school that supports homeschooling families; homeschooling with support.

  • The strategy has been to do the ordinary extraordinarily well, hire great people that will facilitate the graduation of critical thinkers who can effectively communicate in the 21st century. LPCS enables families to create a personalized learning program through a collaborative partnership between the student, family, teacher, school, and community.
  • The organizational structure that has been successfulhas two principals, one k-6th grade principal, and one 7-12th grade principal that oversees the teachers. The business department is run by a business manager with an assistant. The registrar oversees the support staff. The director of student services manages the Logos Scholars program and oversees two support staff. All departments report to the Executive Director who reports to the School Board. (see below)

3Scope of work

  • The scope of work that the organization will perform will be to employ and manage all employees that will work at Logos Public Charter School. Employ by being the employer of record with the state, and manage by all intents and purposes of:
  • Hiring and Firing
  • HR Management
  • Payroll
  • Health Insurance
  • Retirement
  • Compliance with all State and Federal Laws for school teachers
  • Compliance with TSPC for all teacher licensure.
  • Compliance with all OSHA and State guidelines for employees
  • Worker’s Compensation Coverage
  • Liability Coverage
  • Create and maintain ever evolving employee handbook that reflects Charter requirements, school policies, and state law for charter schools.

3.1Overview

  • Goal(s):
  • Employment Management Company (basic partner) will completely manage and employ all staff and lease them to Logos Public Charter School to provide educational services, allowing the school to focus on the direction, purpose, planning, academic benchmarks, and adequate financial resources to fulfill its mission and vision. (Please see the attached list of Federal qualifications of employment.)
  • Objective:
  • To employ and lease all staff to provide services, specific job(s) or duties at Logos Public Charter School.
  • Scope:
  • Hiring and Firing
  • HR Management
  • Payroll
  • Health Insurance
  • Retirement
  • Compliance with all State and Federal Laws for school teachers
  • Compliance with TSPC for all teacher licensure.
  • Compliance with all OSHA and State guidelines for employees
  • Worker’s Compensation Coverage
  • Liability Coverage
  • Create and maintain ever evolving employee handbook that reflects Charter requirements, school policies, and state law for charter schools.
  • Partnership structure:
  • The partnership between the basic partner and LPCS will be an employee leasing agreement where the basic partner will be the employer, and LPCS will be the site where services are provided.
  • The structure for employment was chosen as the management of school employees became too large a task for school board to maintain on its own. By utilizing the services of an employment management company, LPCS will once again be able to focus their resources and energy towards managing the direction of the school, ensuring a quality education for each student.
  • A leased employee will be an employee of the basic partner contracted or leased to LPCS for a specific job and / or duty. The job and / or duty will be fully described and disclosed for each contracted individual.
  • Financial arrangements between partners:
  • LPCS will deliver to the basic partner the need and description of each service, job, duty, that is needed to be filled. LPCS will also provide the rate of pay that the basic partner can offer for the position.
  • Expected service delivery:
  • At the time of releasing a need for a service, job, or duty, LPCS expects that the basic partner will provide a leased employee to provide that service, job or duty at the earliest of two business days, and not after 30 days, depending on the qualifications needed to provide the service, job or duty.
  • Stakeholders:
  • LPCS School Board
  • School students, parents, and members of the community.

3.2Stakeholder expectations

The stakeholders represented expect that:

  • Scope of work to be completed in its entirety.
  • Expectations of clear communication, including but not limited to:
  • Response to any problems or issues within 24 hours
  • Availability of a basic partner representative during school hours
  • Quick direct solutions of employee management and discipline

LPCS school board has been gathering the data from the previous four years, and has found that too many resources and time was being spent on managing employees. The solution was to contract out those responsibilities and duties to another firm, per the charter contract with Medford School District549c (see excerpt below).

F. Third Party Contracts

Except as may otherwise be prohibited by the terms of this contract or Oregon law, Logos may contract with third parties to provide personnel and services necessary for or incidental to the operation of Logos, including but not limited to the recruiting, hiring, and compensation of any such personnel.

4RFP requirements Process

This RFP is a competitive proposal. All participating basic partners should note the timeframes, deadlines and processes of RFP.

4.1RFP Intent to Respond

Basic partners willing to participate should confirm to Logos Public Charter School within10days of the RFP release date, June3rd, their Intent to Respond. A failure to confirm will be signify that a basic partner is not participating in the RFP and Logos Public Charter School will not consider any RFP that has not been initially documented by the Intent to Respond.

All basic partners confirming their participation should send the Intent to Respondto the attention of:

Logos Public Charter School

C/O Sheryl Zimmerer

400 Earhart St.

Medford OR, 97501

4.2RFP schedule

June 3rd / RFP made available to the bidders
June14th / Deadline for Intent to Respond
June 18th / Deadline for clarifying questions
June 21st / Response to all questions
June 25th: 5:00pm / Deadline for receiving bid (all material)
July 1st – July 15th (2 weeks) / Bids to be evaluated. Bidder(s) will be invited to present solution to LPCS (presentation meetings, not negotiation meetings). Live demonstrations can be launched at this presentation.
July 15th-July 30th / Negotiation of contract
August 1st / Conclusion of contract
August 1st-15th / Clarification phase. The bidder initiates the activities considered necessary to obtain further insight into LPCS’s business procedures, needs, the competitive system requirementsand IT environment, and to give LPCS insight into functions and capabilities of the system. The bidder will write a detailed description supplementing this RFP and the proposal. This description is to be approved by LPCS.
August 21st / Installation of all services

Table 1 – Timeframe guidelines

4.3RFP RELATED questions / clarifications / submission

All questions related to this RFP should be directed to:

Sheryl Zimmerer

Basic partners must ensure that the proposal is delivered in duplicate and received at the following address before the tender closing dateJune 25th 2014 before 5:00pm.

Logos Public Charter School

C/O Sheryl Zimmerer

400 Earhart St.

Medford OR, 97501

Any notices with respect to this RFP should also be mailed to the above Contact and Address.

4.4RFP evaluation process

The award criterion will be “the most economically advantageous” tender that includes the requested services. Apart from this criterion, the evaluation will be based on the following evaluation criteria listed in order of priority:

Completeness

-Does the basic partner cover all the needs in this RFP? Are all required services being delivered?

-Can the basic partner be expected to handle future service needs?

Basic Partner

-Does the bidder have a solid financial plan for the future? Is it sustainable?

-Does the development roadmap offer vision and perspective? Is it realistic?

-Does the basic partner have a local knowledge of service providers?

Process

-Does the outlined process for implementation, project organization, plan for education and information, contract negotiations etc. seem adequate?

-Is training adequately addressed in the deployment plan?

Project Management

-What are the proposed mechanisms for project management?

-How will communications between partners be handled?

-Does bidder propose a plan for marketing of the services?

-Has bidder adequately addressed risk management?

4.5RFP terms & conditions

The terms and conditions of the RFP, liabilities, process management bid expiration date, confidentially and security are as follows. Please note that the RFP is not a formal contract but a proposal to be weighed fully by the governing board of LPCS.

4.5.1Liabilities of LPCS

This RFP is only an invitation for proposal and no contractual obligation on behalf of LPCS whatsoever shall arise from the RFP process unless and until a formal contract is signed between LPCS and the Basic partner.

This RFP does not commit LPCS to pay any cost incurred in the preparation or submission of any proposal or to procure or contract for any services.

4.5.2Proposal Process Management

LPCS reserves the right to accept or reject any and all proposals, to revise the RFP, to request one or more re-submissions or clarification from one or more basic partners, or to cancel the process in part or whole. No basic partner is obligated to respond to or to continue to respond to the RFP after the submission and closing date.

LPCS will, at its discretion, award the contract to the responsible entity submitting the best proposal that complies with the RFP. LPCS may, at its sole discretion, reject any or all proposals received or waive minor defects, irregularities, or informalities therein.

4.5.3Bid Expiration Date

All bids from Basic Partners must be submitted in total, all documents, before June 25th, 2014 at 5:00pm. Any bids received after this time will be considered expired and therefore not evaluated by LPCS.

4.5.4Confidentiality & RFP Ownership

This RFP is both confidential and proprietary to LPCS, and LPCS reserves the right to recall the RFP in its entirety or in part. Basic Partners cannot and agree that they will not duplicate, distribute or otherwise disseminate or make available this document or the information contained in it without the express written consent of LPCS.

Basic Partners shall not include or reference this RFP in any publicity without prior written approval from the client, which, if granted, shall be granted by the individual named above. Basic Partners must accept all of the foregoing terms and condition s without exception. All responses to the RFP will become the property of LPCS and will not be returned.

4.6BASICPARTNER PRESENTATION

If required, the basic partner will be asked to make presentations at LPCS. LPCS shall not be under any obligation to bear any part of the expenses incurred by the basic partners for the presentations.

4.6.1Contract Negotiations

At the completion of the selection process, LPCS will enter into negotiations with the selected basic partner. Basic partners should also be aware that the following documents would be included as attachments to the final contract:

  • This Request for Proposal.
  • The basic partner’s proposal in response
  • Any modifications to the proposal.
  • A Serve Level Agreement (SLA).
  • An implementation plan identifying the services, jobs or duties to be completed with milestones, the assigned responsibilities, and the scheduled completion dates.

4.6.2Implementation Schedule

LPCS will begin implementation of the staff leasing and management agreement on the 21stof August 2014.

4.6.3Project Management

The basic partnerwill provide at least the following information to LPCS:

  • The description of how services will be implemented
  • The methodology and approach
  • Specific list of the deliverables the basic partner intends to provide along the project.
  • Specific list of services that will be provided to LPCS.
  • Disclosed plan of benefits, including but not limited to:
  • Retirement options
  • Health Insurance
  • HSA (if applicable)
  • Disclosed plan for:
  • Payroll
  • Tax Reporting
  • Workers Comp Insurance
  • Liability Insurance
  • Plan of action for:
  • HR Management
  • Hiring and Firing policies
  • Lawsuits or Legal obligations
  • Fee Structure:
  • Bottom line percentage charged
  • Additional fees, or cost of services

5response format (Proposal format)

The responses to section 6 and 7 are to be clear and concise, yet thorough. Please be specific in how you intend to manage and implement each requirement.

Format:

  • 12-point font, Times New Roman
  • Double spaced
  • 1-inch margins on the sides, top, and bottom of 8½” by 11” paper
  • No faxed proposals
  • Numbered pages

5.1proposal content

The Proposal content should include:

  • Intent to Respond – separate and should be emailed or mailed by June 10th, 2014.
  • Cover Page – 1 page
  • Requirement Specification – 1 page per response
  • Basic Partner Profile and Reference
  • Financial Proposal (sealed and separate, see terms in section 5.2)
  • Any Appendices

5.1.1Completing the Requirement Specification

The Requirement Specification contains a list of requirements on the desired aspects of the partnership and services. The basic partner should respond as follows in the level of compliance column:

Response / Meaning
Compliant / Basic Partner fully complies with the specifications/requirement
Non Compliant / Basic Partner does not comply with the specifications/requirement (*)
Partially Comply / Basic Partner meets part of the specifications/requirement

Table 2 - Requirements Response Criteria

The response should be given by stating the response that applies to the requirement from the table above. Please provide explanation whatever be the response. Provide the explanation in the COMMENTS column or on a separate page, if necessary, with reference to the requirement number.

(*) If the proposed services offer an alternative to this requirement, please provide a supporting written explanation when using this response. Please clearly specify the question number reference where appropriate.

5.1.2Basic Partner Responsibility

The requirements listed in section 6 are general requirements. Please note that the basic partner’s responsibilities are not limited to, or held withoutpossible additions of responsibilities, services, or requirements.

5.2financial proposal

.

<This portion of the proposal must be identified as Financial Proposal and must be bound and sealed separately from the remainder of the proposal.>

The Financial Proposal will be considered separately from the responses to the completion of the Requirements Specification.