Project Information

Bid Title

Crossing Guard Services

Issuing Agency

Roanoke City Public Schools

Location

Virginia

Published Date

Apr 23, 2026

Closing Date

May 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 3196

Original Source

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Bid Documents

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Project Description

Document Number	Documents	Due Date
RFP 3196	Crossing Guard Services	May 13, 2026

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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

I. PURPOSE

II. BACKGROUND

III. SCOPE OF SERVICES

IV. CONTRACT PERIOD

V. CALENDAR OF EVENTS

VI. PROPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION

VII. EVALUATION AND AWARD OF CONTRACT

VIII. COOPERATIVE PROCUREMENT

IX. GENERAL TERMS AND CONDITIONS

X. SPECIAL TERMS AND CONDITIONS

XI. ADDITIONAL FORMS

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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Commodity Codes

• NAICS 561612Security Guards and Patrol Services

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