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Board reviews proposed PennMAC substitute‑services contract; committee recommends renewal with lower markup

3043045 · April 16, 2025
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Summary

District staff presented a first reading of a proposed one‑year contract (with renewals) for substitute services recommending PennMAC Staffing, the district’s incumbent vendor, with a reduced markup from 28% to 26.8%; the item will return for a vote at the April 29 meeting.

The Springfield R‑XII Board of Education received a first reading of a proposed contract for substitute staffing services and a staff recommendation to continue with PennMAC Staffing for a one‑year contract with up to four one‑year renewals.

Director Brett Range said the district issued a request for proposals in January 2025, received six responses, and convened an evaluation committee that recommended PennMAC, the incumbent provider. PennMAC has provided substitute services to the district since February 2017, Range said, and the vendor’s proposed markup declined from 28% to about 26.8% in the most recent offer.

Range and PennMAC representatives described the vendor’s onboarding and training processes. Substitutes provided through PennMAC undergo background checks and annual onboarding; training topics include bullying prevention, confidentiality, electronic‑use policy, reporting child abuse and neglect, seclusion/isolation/physical restraint procedures, emergency preparedness, harassment awareness, intruder training and classroom management. PennMAC also assigns an onboarding coordinator to the district and provides evening professional‑development sessions for substitutes.

Range told the board PennMAC fills a high daily volume of substitute needs — he cited roughly 266 substitute assignments per day on average and a peak day with 421 assignments — and noted that last year roughly $5.5 million of substitute pay went to employees through the vendor. PennMAC provides long‑term substitutes in addition to daily assignments.

The board asked about the drivers of the markup reduction; Range said competition in the RFP process led to the lower rate. Range noted the 26.8% markup figure includes employer taxes and other vendor costs as presented in the packet. The contract and recommended action will be brought back for a formal vote at the April 29 regular meeting.

No contract was approved at this session; the presentation was for review and questions.