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Home My WebLink About9015 School Crossing Guard Program - Scope of WorkRFP 9015 School Crossing Guard Program – Scope of Work 9015 - School Crossing Guards Program – School Year 2025/2026 Request for Proposal City of Denton, Texas Introduction The City of Denton is seeking proposals from qualified vendors to provide comprehensive School Crossing Guard Program services. This initiative supports the City’s commitment to public safety and pedestrian mobility, particularly for school-aged children traveling to and from school. Estimated schools (Elementary) served: 11 Crossing guards on board: 35 The selected vendor will be responsible for recruiting, training, supervising, and managing crossing guards at designated intersections across Denton. The City is particularly interested in vendors with demonstrated experience managing municipal crossing guard programs, including familiarity with Texas school schedules, traffic patterns, and community engagement. PROJECT OBJECTIVES AND SCOPE OF WORK The selected vendor will support the City in delivering the following services: 1- Program Oversight and Staffing • Recruitment & Hiring: Identify, screen, and hire qualified crossing guards. • Recruit and hire qualified crossing guards o Conduct background checks and ensure compliance with City and State standards • Training: Provide initial and ongoing training on: o Traffic safety regulations o Proper crossing procedures o Emergency response protocols 2- Duties of School Crossing Guards All crossing guards shall: • Halt vehicles when necessary, by mechanical and hand signals 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. RFP 9015 School Crossing Guard Program – Scope of Work • Make children aware of the elements of traffic safety and operation of pedestrian controls. • Monitor pedestrian traffic and control vehicle traffic to allow safe pedestrian crossing. • Report to school authorities the names of children who do not follow safety regulations. • Assist children in safely crossing the street at designated crosswalks. • Wear a reflective traffic safety vest at all times when on duty. 3- Duties of School Crossing Guards Field Supervisors The Contractor shall make on-site visits at crossing guard sites periodically to ensure compliance with the Contract. The Contractor shall conduct on-site visits to crossing guards' sites throughout the regular school year and summer school. Duties include, but are not limited to: • Verifying all intersections in their assigned area are staffed. • Conduct inspections of different crossings to verify School Crossing Guards assigned to an intersection are following procedures. • Training new personnel in the best crossing guard practices. • Staffing intersections when assigned personnel are not available, if applicable. • The awarded contractor shall provide quarterly reports to the City on crossing guards’ performance. • Deployment: Assign crossing guards to designated school zones based on the list of schools in the Attachments Tab. 4- Selection Procedure for School Crossing Guards and School Crossing Guard Field Supervisors • In addition, the recruitment process shall incorporate a Pre-Employment Screening Program that includes: o An employment reference check o A criminal background check o A drug and alcohol screening test o Only documented, authorized Contractor employees are eligible to work or permitted on or in City facilities. Verification of the I-9 forms must be provided to the City upon request. • The Contractor shall contact the last two (2) or three (3) employers for each crossing guard applicant. • Personnel reference should also be checked if the applicant has not been employed during the last five (5) years. • Employment and personal reference checks should be of such a nature as will provide the Contractor with the information necessary to determine if the applicant is capable of performing the duties of a crossing guard. RFP 9015 School Crossing Guard Program – Scope of Work • The Contractor shall not employ any person as a crossing guard who has been convicted of a drug offense, sex offense, or a felony, or is otherwise prohibited from working with children. • Any Contractor’s employee whose conduct is not satisfactory, as determined by the City, shall be removed from providing crossing guard services in the City. • All such employment, personal, and criminal history background checks, initial and random drug tests shall be performed at the Contractor's sole cost and expense. 5- Operational Management • Schedule and manage guard assignments across approximately 30–40 intersections. • Guards are expected to operate during school arrival and dismissal times, typically between 7:00 AM – 8:00 AM and 2:30 PM – 3:30 PM on school days. Specific times may vary slightly by school and will be confirmed in coordination with Denton ISD. • Additional coverage for early dismissals or special events as requested. • Ensure coverage during school arrival and dismissal times, including substitute coordination • Maintain attendance records and incident logs • Respond to real-time coverage gaps and emergencies 6- Equipment and Safety These items must be on each guard each day they are working. No guard may work at the City’s crossing without the following items. The Contractor shall provide each crossing guard with the following equipment: • Contractor's identifiable patch and photo ID badge. • Complete uniform with regulation-size, hand-held stop sign. Brass or plastic whistle. • Traffic safety vest. • High Visibility raincoat (as needed). 7- Reporting and Communication Crossing • Submit Bi-weekly performance reports, including attendance, incidents, and coverage metrics • Coordinate with Denton ISD and City staff for location updates and feedback • Maintain a digital reporting system for transparency and accountability 8- Contingency Plans for Absences and Call-Offs To ensure uninterrupted coverage at designated school crossings, the vendor must provide a detailed contingency plan addressing how absences, call-offs, and staff turnover will be managed. The plan should include: RFP 9015 School Crossing Guard Program – Scope of Work • Substitute Staffing Strategy: Outline how substitute guards will be recruited, trained, and deployed to cover unexpected absences or vacancies. • Real-Time Communication Protocols: Describe how the vendor will notify City staff and school administrators of coverage gaps, substitutions, or emergencies. Include escalation procedures and designated points of contact. • Staffing Resilience Measures: Explain how the vendor will maintain operational continuity during periods of high turnover, illness, or inclement weather. This may include reserve staffing pools, flexible scheduling, or rapid onboarding procedures. • Performance Monitoring: Detail how the vendor will track and report on coverage reliability, including missed shifts, substitutions, and response times. These metrics should be included in monthly performance reports. PROJECT BUDGET AND FUNDING The City will fund this program through its annual operating budget. Vendors must provide a cost proposal that reflects all labor, equipment, training, and administrative costs. Pricing should be presented as an hourly rate per crossing guard, crossing guard supervisor, and an annual program estimate (This category should include equipment, training, and administrative costs). PROPOSAL REQUIREMENTS Proposals must include the following: • Proposals must include the following: • Cover Letter (maximum three pages) • Company profile and relevant experience • Staffing model and recruitment strategy • Training curriculum and safety protocols • Equipment list and distribution plan • Contingency plan for absences and turnover • 30-60-90-day startup plan with key milestones • Sample performance report or dashboard • References from at least three municipalities with similar programs • Team Member Qualifications, including bios for key personnel • Cost proposal including hourly rate per guard and total annual estimate RFP 9015 School Crossing Guard Program – Scope of Work EVALUATION CRITERIA Proposals will be evaluated based on: Criteria Weight Project Understanding & Approach 25% Experience with Comparable Programs 25% Staffing and Training Strategy 20% Reporting and Accountability Tools 15% Cost Proposal 15%