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Board approves ESS as substitute staffing vendor after citing low fill rates from incumbent
Summary
Lebanon schools voted to award substitute staffing to ESS following an RFP; staff cited long‑running low fill rates (45–55%) from the incumbent StaffEZ and recommended ESS based on projected higher fill rates, recruitment plans and local presence.
The Lebanon Special School District board approved awarding substitute staffing services to ESS after staff presented the results of a district RFP.
Staff said the district solicited proposals, a review committee met May 5 and concluded six of seven bids met specifications; one bid failed. The current vendor, StaffEZ, has provided substitute services for about 10 years, but staff reported the district’s fill rate for substitutes had slipped to 45–55% since COVID. Administrators said they had moved toward using permanent substitutes two years ago and that declining fill rates prompted the RFP.
ESS representatives described a community recruitment strategy, local operational presence, referral and incentive programs and weekly reporting to district HR and principals. Matt Strunk, representing ESS, said the company focuses on local recruiting, reward programs for substitutes and regular communication with districts to improve retention and fill rates.
Staff told the board ESS projects higher fill rates — around 80% — and recommended ESS. The projected cost to the district will likely increase: staff said they budgeted $493,000 this year for staffing and estimated ESS would require budgeting about $525,000 given a markup of about 28.9% (compared with StaffEZ’s planned 28% markup). Board members asked about whether existing substitute staff could transition to ESS; staff and the vendor said the district would invite current substitutes to move to the new provider and would coordinate communications to support a smooth transfer.
A motion to approve ESS passed after a second; board members said the decision was driven chiefly by the lower fill rates under the incumbent and the district’s need for reliable daily coverage. Staff said contract terms will be returned to the board for final approval.
No roll‑call vote was recorded in the transcript; the board chair called for and received vocal approval.
