24127-RFP-DST_Speech_Language_Services_Request_for_Proposal.docx.pdf

BUSINESS SERVICES DIVISION

PROCUREMENT SERVICES

REQUEST FOR QUALIFICATIONS

24127A-RFP-DST SPEECH AND LANGUAGE SERVICES

February 26, 2026

Notification to Potential Respondents:

This letter shall serve as notice that Hillsborough County Public Schools (HCPS) desires to approve additional qualified vendors to supplement the existing Request for Qualifications: 24127-RFP-DST Speech and Language Services. This solicitation window will be available as stated below:

Questions Due Date: March 6, 2026, at 12:00 pm

Bid Due Date: March 23, 2026, at 5:00 pm: Bids may not be withdrawn within 90 days after such date and time.

Delivery Address: ELECTRONIC COPY SUBMITTAL: BIDDER MUST SUBMIT THEIR BID VIA UPLOAD USING THE

HCPS VENDOR PORTAL: WWW.MYVENDORLINK.COM. NO HARDCOPY IS REQUIRED.

The above-referenced Request for Qualifications (solicitation) is modified as set forth in this Addendum. The original solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this Addendum, which is hereby made part of the solicitation. Proposer shall take this Addendum into consideration when preparing and submitting a proposal. This Addendum amends the above-referenced solicitation in the following particulars only:

1. 2.5.5 Additional Awardees. HCPS reserves the right to award additional vendors throughout the term of the Agreement to ensure HCPS’ needs are met promptly.

This notice shall be construed and governed by the laws of the State of Florida. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest concerning this decision must be timely received by the Procurement Manager, Ivan Viamontes, at ivan.viamontes@hcps.net.

Sincerely

Erika James, Senior Procurement Officer http://www.myvendorlink.com/

Superintendent Van Ayres

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • Procurement Services (813) 272-4327 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

REQUEST FOR PROPOSALS (RFP)

FOR

24127-RFP-DST SPEECH AND LANGUAGE SERVICES

August 23, 2024

Hillsborough County Public Schools (“HCPS”) hereby issues this competitive solicitation (“Request for Proposals,” “RFP,” or “solicitation”), per Rule 6A-1.012, F.A.C., to announce that HCPS is accepting proposals from all qualified firms or individuals interested in providing the services as described in Section 3. Scope of Services of this document. The proposal must demonstrate by their qualifications, experience, availability, approach, and work plan that they will best serve the overall needs of HCPS. The proposals should be submitted in a format commensurate with the sections in this RFP. This RFP will be evaluated by HCPS as stated in Section 2.4 Evaluation Process. HCPS reserves the right to waive any formalities, to reject any or all proposals, or to re-advertise proposals for these services. HCPS may withdraw all or part of this RFP at any time to protect HCPS’ interests. The proposers are asked to be thorough yet concise in their responses.

Failure to respond in the manner prescribed herein may be grounds for disqualification or loss of awarded points.

Important Dates. The following dates are subject to change. All changes shall be announced via www.myvendorlink.com.

Last Day for Technical Questions. Technical questions regarding the solicited commodities and services must be received in writing via VendorLink no later than the last day for technical questions.

Tuesday, September 3, 2024, at

12:00 PM

Proposal Due Date. Tuesday, September 17, 2024, at 3:00 PM

VendorLink (www.myvendorlink.com). HCPS will post all solicitations and supporting documents on VendorLink. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. Each proposer must have a current vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation.

Addenda. Those interested in responding to and receiving addenda to this RFP, or any other HCPS procurement opportunity, must log on to VendorLink and select "active bids," search for this RFP and download the document(s).

Downloading the document will enter your email address as a participant and will provide notifications and updates for the solicitation. Each proposer must, before submitting the proposal, determine whether addenda were issued via VendorLink and if so, download and respond accordingly to such addenda.

VendorLink Technical Support. All proposers must allow adequate time to upload their submittal on VendorLink and are solely responsible to contact VendorLink technical support at support@eVendorLink.com if technical difficulties arise during the submission of the proposal.

Notice. Failure to file a protest within the time prescribed in § 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any protest must be timely filed with the General Manager of Procurement Services via email at corey.murphy@hcps.net.

Lobbying/Cone of Silence. Per policy 6320, Procurement: https://web.hillsboroughschools.org/policymanual/, prohibits any communication regarding an active solicitation between any HCPS employee or School Board member and any third party, representative, or lobbyist of that party, in effect from the time of the release of the solicitation until an agreement is signed by HCPS or awarded by the School Board.

mailto:corey.murphy@hcps.net

Hillsborough County Public Schools Page 2 of 34 24127-RFP-DST Speech and Language Services

24127-RFP-DST Speech and Language Services

1 CONTACT INFORMATION & CERTIFICATION

2 PROPOSER INSTRUCTIONS

2.1 PRE-PROPOSAL CONFERENCE/SITE VISIT (“CONFERENCE”)

2.2 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

2.3 PROPOSAL SUBMITTAL

2.4 EVALUATION PROCESS

2.5 AWARD

2.6 PROTEST

2.7 GENERAL TERMS AND CONDITIONS FOR REQUEST FOR PROPOSALS

2.8 FEDERAL FUNDING

3 SCOPE OF SERVICES

3.1 HCPS’ CURRENT STATE WHY IS THIS NEW SERVICE NEEDED

3.2 SPECIFIC NEEDS AND GOALS

3.3 STATEMENT OF WORK (“SOW”)

3.4 CUSTOMER SUPPORT SERVICES

3.5 ESTIMATED EXPENDITURES

3.6 AGREEMENT TERMS/RENEWALS

3.7 COVER LETTER

4 QUALIFICATIONS AND EXPERIENCE

4.1 QUALIFICATIONS SUMMARY

4.2 MINIMUM QUALIFICATIONS

4.3 BUSINESS REFERENCE FORMS

5 REQUIRED FORMS

6 COST/VALUE

6.1 PRICE SHEET

7 INSURANCE REQUIREMENTS

8 CONFIDENTIAL INFORMATION

9 REQUIRED SUBMITTALS CHECKLIST

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1 CONTACT INFORMATION & CERTIFICATION

The proposer must supply the information listed below for consideration. In case of a dispute or if further clarification becomes necessary, please indicate your representative’s contact information. The General Manager of Procurement Services shall serve as the District’s representative.

Local Contact Information

Account Representative Name Title

Local Address

Phone Number Cell Phone Number

Email Address Fax Number

X Signature of Owner or Authorized Officer Date

Corporate Information

Representative's Name Telephone Number

Company Name

Principal Place of Business Address

Remit-To Address (if different from above)

☐ Corporation ☐ Sole Proprietor/Partnership ☐ Limited Liability Corp.

FEIN or SS# ________________________________ ☐ Other. ______________________________________ The preferred method to receive a purchase order. ☐ US Mail ☐ Fax ☐ Yes ☐ No. Is vendor Workers’ Compensation Exempt? If Yes, attach proof of exemption.

☐ Yes ☐ No. Is your company registered as an SBE with the HCPS Office of Supplier Diversity?

☐ Yes ☐ No. Is your company SMWBE certified with any of the following agencies?

• City of Tampa,

• FL. Statewide & Inter-Local Certification,

• Hillsborough County BOCC,

• Florida State Minority Supplier Development Council, or

• City of St. Petersburg.

[INTENTIONALLY BLANK]

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2 PROPOSER INSTRUCTIONS

This RFP will comply with all applicable HCPS policies, and federal, state, and local laws. HCPS reserves the right to qualify proposals that HCPS deems to meet the qualifications listed in this RFP. HCPS, at its sole discretion, reserves the right to cancel, recall, or reissue all, or parts of this RFP, to reject any proposal, to waive any formality and irregularity, or to re-advertise the identical or revised specifications. HCPS may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a proposer, and require additional evidence of qualifications to perform the services described in this RFP. This RFP does not commit HCPS to enter into a contract nor obligate HCPS to reimburse any proposer for any costs incurred in the preparation and submission of Proposals or anticipation of a contract. Furthermore, HCPS may:

• evaluate the proposer’s past performance with HCPS and other customers; or

• reject any or all proposals; or

• issue a subsequent solicitation for the same commodities and services; or

• cancel the entire solicitation; or

• remedy solicitation errors; or

• reduce the scope of services (if deemed in HCPS’ best interest and at HCPS’ sole discretion); or

• appoint an evaluation committee to review the proposals; or

• seek the assistance of technical experts to review the proposals; or

• approve or disapprove the use of subcontractors and suppliers; or

• award a contract to one or more (or none) of the proposers; or

• accept other than the lowest-priced proposal; or

• waive informalities and irregularities in the Proposals; or

• award a contract without discussions or negotiations; or

• disqualify proposals upon evidence of collusion with intent to defraud or other illegal practices on the part of a proposer.

2.1 PRE-PROPOSAL CONFERENCE/SITE VISIT (“CONFERENCE”)

If applicable, see coversheet, HCPS may conduct a Conference (attendance may be mandatory or voluntary, or a site visit (mandatory attendance, as required by HCPS) to explain the procurement requirements. The Conference or site visit will be held long enough after the RFP has been issued to allow proposers to familiarize themselves with this RFP, but sufficiently before the due date to allow consideration of the Conference results in preparing their proposals. Nothing stated at the Conference or site visit shall amend this RFP unless and until a change is made via written addenda on VendorLink.

2.2 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

HCPS will post all solicitations and supporting documents on VendorLink. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. Each proposer must have a current vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation. Additionally, to conduct business under this RFP, HCPS requires that all its Contractors have a current vendor application on file with www.myVendorLink.com. HCPS may rescind an award for failure to comply with this condition.

2.2.1 Questions. A proposer with additional questions regarding this solicitation or a related document(s) may submit a written request for clarification to the solicitation via VendorLink no later than the “last day to request additional information or clarification.” Any interpretation to a proposer shall be via written addenda posted on VendorLink before the proposal’s due date. Any information that amends any portion of this RFP, received by any method other than an addendum issued to this RFP, is not binding on HCPS. Where there appears to be a conflict between this RFP and any addendum issued, the last addendum issued will prevail.

2.2.2 Addenda. Those interested in responding to and receiving addenda to this RFP, or any other HCPS procurement opportunity, must log on to VendorLink and select "active bids," search for this RFP and download the document(s). Downloading the document will enter your email address as a participant and will provide notifications and updates for this RFP. Each proposer must, before submitting the proposal, determine whether addenda were issued via VendorLink and if so, download and respond accordingly to such addenda.

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2.3 PROPOSAL SUBMITTAL

The Proposer is solely responsible for the on-time delivery of the proposal solely via VendorLink. No mailed hard copies will be accepted. HCPS will not review proposals before the due date and time.

2.3.1 Submittal Delays. Possible delays to the last day for questions or the submittal due date may involve the following, without limitation:

2.3.2 Questions/Due Date Extension. HCPS reserves the right to amend this RFP’s due date before the originally posted due date, via VendorLink.

2.3.3 Weather Conditions. Should weather conditions require HCPS to close its offices on the Proposal due date, said date will become effective on the same hour of the following HCPS business day or as posted by HCPS via VendorLink.

2.3.4 Responsive Proposal. A responsive proposal meets the requirements of this RFP, including the provision of all documentation, supporting exhibits, on-time submission, and all required signatures. HCPS is not responsible for the proposer’s discrepancies or inconsistencies provided in the proposal. HCPS may reject any proposal it deems as non-responsive. Failure to comply with these requirements may cause HCPS to deem the proposal as non-responsive.

2.3.5 Uploaded Proposal Format. The proposal must be electronic and organized as specified to maintain comparability and consistency in the evaluation process. Avoid elaborate promotional materials and provide only requested information. All supporting materials should reference the portion of this RFP to which they pertain.

2.3.6 Variance from Terms. The proposal must identify all variances from specifications, terms, and/or conditions regardless of how slight. Otherwise, HCPS will assume that the proposed commodities and services shall fully comply with the specifications, terms, and conditions herein.

2.3.7 Forms. Unless otherwise specified, proposers must use the form(s) furnished by HCPS. Failure to do so may be cause for rejection of the proposal.

2.3.8 Missing Attachments/Documents. The proposal must include all required attachments and requested documentation. HCPS will not review proposals nor acknowledge receipt of a proposal before the due date and time. HCPS cannot accept any missing documents after the due date unless HCPS deems the missing document as non-material to the evaluation of the proposal. All missing documents must be submitted to the Procurement Officer within 72 hours of the submitted request, excluding Saturdays, Sundays, and state holidays. All communications between Procurement Services and the proposer shall be via email. HCPS shall not be responsible for emails that flow into a proposer’s spam folder.

2.3.9 Signatures. An officer or employee who has the authority to bind the organization must sign the proposal, in ink or digitally.

2.3.10 Public Inspection of Proposal. HCPS will provide a proposer’s representative with written notice if a public records request has been made for a confidential portion(s) of their proposal to this RFP. HCPS will provide for the inspection or copying of any non-exempt portions of any proposal in its possession by applicable law. If a Proposer wishes to preclude the inspection or copying of any non-exempt portions of its proposal or if a dispute exists as to whether such portions are entitled to an exemption, the proposer must obtain a protective order from a court of competent jurisdiction prohibiting the inspection or copying of the requested materials.

The failure to timely initiate such legal proceedings shall constitute a waiver by the proposer of any applicable exemption or confidential status of the requested materials. By submitting a proposal to this RFP, the proposer agrees to waive any cause of action or claim for damages it may have against HCPS for its release of records in response to a public record request other than those that are prepared and labeled as confidential or exempt as described in this section. The proposer agrees to hold HCPS harmless from any award to a plaintiff for damages, costs, or attorney’s fees based upon HCPS’ non-disclosure of portions of the proposer’s response that have been prepared and labeled as confidential or exempt from public inspection and further agrees to reimburse HCPS for any attorney fees and costs it may incur in the defense of such non-disclosure.

Hillsborough County Public Schools Page 6 of 34

2.3.11 Trade Secret. If applicable: all “trade secret” information submitted in response to this RFP shall be submitted in compliance with §§ 119.07 and 812.081, Florida Statutes, and shall be submitted in a separate file and so named. A failure by the proposer to prepare and label the confidential or exempt portions of their proposal in the manner specified herein shall constitute a waiver by the proposer of any applicable exemptions from disclosure or any confidential status including ones that may be applicable to trade secrets under Florida law. If challenged, the proposer who submits the trade secret information shall bear all costs associated with defending their position.

2.3.12 Joint Proposal. HCPS will recognize a single proposer as the primary contractor, should multiple proposers submit a joint proposal in response to the competitive solicitation. If offering a joint proposal, the prime contractor must:

• include the name and address of all parties of the joint proposal; and

• provide all bonding and insurance requirements, execute the contract, complete the proposal, and have overall and complete accountability to resolve any dispute arising within the award. Only a single award with the submitting proposer shall be authorized by HCPS: and

• be responsible for the performance of services associated with response to this RFP and overall contract administration; and

• preside over other Proposers participating or present at HCPS meetings, oversee the preparation of reports and presentations, and file any notice of protest and final protest as described herein; and

• prepare and present consolidated invoice(s) for services performed. HCPS shall issue only one check for each consolidated invoice to the prime contractor for services performed.

2.4 EVALUATION PROCESS

Procurement Services shall forward only those on-time proposals to the assigned HCPS Evaluation Committee (the “Committee”) for further evaluation. HCPS will not evaluate non-responsive/responsible proposals. The Committee may consist of HCPS personnel and additional stakeholders who will review, discuss, and rank the proposals. Procurement Services personnel will participate as facilitators. The Committee may deem additional Proposers as non-responsive or non-responsible and will not pursue further evaluation. Please note that HCPS reserves the right to:

• prefer to contract with the proposer(s) that are in full compliance with the provided terms and conditions stipulated in this RFP. However, after the allowance for any deviations, a proposal with alternatives may be considered. HCPS cautions proposers to indicate all restrictive deviations from the desired terms and conditions;

and

• select the proposal(s) deemed to be in its best interest and shall be the sole judge and final arbiter of its own best interest, the evaluation of submissions, and the resulting negotiated agreement; and

• deem that if in receipt of an adequate number of proposals, HCPS may choose to evaluate only those proposals as submitted and require no additional clarifications and/or information. The proposer should provide complete and thorough proposals, including the proposer’s most favorable terms.

• cancel this RFP or reject proposals at any time before an award and without further discussion; and

• perform a side-by-side comparison of like proposals. Procurement Services shall perform the preliminary phase upon initial proposal screening, this phase shall pass or fail, as determined by Procurement Services as to whether:

o all required forms are signed, submitted, or obtainable; and o the Proposer meets the minimum requirements; and o whether the information provided is in the required sequence to simplify the comparison of proposals.

2.4.1 Evaluation Phase 1. The Committee will rank proposals based on the stated summarized Weighted Criteria. The method of the award will be based on a qualitative appraisal rating and ranking of responsiveness to this RFP’s criteria, based on available point totals for each evaluation criteria and not on a percentage factor. The Committee will evaluate and rank responsive proposals on the evaluation criteria listed below. The criteria are

Hillsborough County Public Schools Page 7 of 34 itemized with their respective weights for a maximum of 100 points. A proposer may receive the maximum points or a portion of this score depending on the merit of its proposal, as determined by the Committee.

EVALUATION PHASE I: DESCRIPTION WEIGHT

Section 3. Specifications/Scope of Work. 35 This section shall provide HCPS with information regarding the Proposer’s understanding of the required scope of work (tasks and service levels) and the vendor’s ability to provide deliverables within the required timeframe, and (if applicable) submit an optimal timeline with milestone payment information for the completion of deliverables, and provide optimal customer service.

Section 4 & 5. Qualifications and Experience/Required Forms and All Signatures. 25 This section shall provide HCPS with information regarding Proposer’s experience and qualifications with the related commodities and contractual services and their abilities.

Section 6. Cost/Value. 40 The price proposal shall be evaluated to determine the overall best value.

2.4.2 Evaluation Phase 2 (Optional). A short-list of proposers may be invited to provide Phase 2 presentations or provide answers to additional questions (via written, virtual/online, or phone means). For presentations, the proposers are encouraged to provide a multi-media presentation to include, but not limited to, additional discounts, answers to provided questions, question and answer session, and a summary of its capabilities and industry advantages within the HCPS-allotted time. All invited proposers shall be allotted the same amount of presentation time. Upon completion of this phase, the Committee will re-evaluate, re-rate, and re-rank the proposals remaining in consideration based upon the written documents combined with the oral presentation or answers to questions and the best and final offer.

2.4.3 Negotiations. Procurement Services may negotiate the proposed terms, conditions, and rates with the highest-ranked Proposer(s) before submittal to the School Board. HCPS may seek to reach acceptable terms with any Proposer or terminate discussions as it deems to be in its best interest. HCPS may continue the process until it reaches an agreement or until the termination of the process. For Single Negotiations, HCPS negotiates with the top-ranked Proposer. For concurrent negotiations, HCPS negotiates simultaneously with two or more top-ranked proposers after Phase 1. Negotiations continue simultaneously until a ‘best and final offer’ is reached resulting in a satisfactory agreement.

2.4.4 Tie Proposals. Tie Proposals that are identical in the Evaluation Committee scoring and meet all the requirements and criteria outlined in the competitive solicitation. If this should occur with the highest-ranked Proposals, priority for the award shall be given to vendors in the following sequence:

• A business that certifies that it has implemented a drug-free workplace.

• Office of Supplier Diversity certified small business vendor.

• Small/business certified by a governmental entity in Hillsborough County.

• Small/business certified by a governmental entity in the Tampa Bay area.

• Florida-certified small/business.

• Business located in Hillsborough County.

• Businesses receive the larger dollar award on other items within the bid.

• Business located in Florida.

• A flip of a coin.

2.5 AWARD

2.5.1 Award by Group, Category, Area, or Item. As deemed to be in its best interest, HCPS reserves the right to make award(s) by individual item, group of items, all or none, or a combination thereof; on a geographical basis and on an HCPS-wide basis with one or more Proposals; to reject any or all offers or waive any irregularity or technicality in Proposals received. The Proposer is cautioned to make no assumptions unless their Proposal has

Hillsborough County Public Schools Page 8 of 34 been evaluated as being responsive. Any or all award(s) made because of this competitive solicitation shall conform to applicable HCPS, State of Florida, and Federal rules, regulations, and laws.

2.5.2 No Award. HCPS shall have the authority to reject any or all proposals submitted in response to this competitive solicitation and request new proposals or purchase the required commodities and services in any other manner authorized under Rule 6A-1.012, F.A.C.

2.5.3 Rejection of All Proposals. Per §§ 119.07(1), Florida Statutes, and 24(a), Article I of the State Constitution, HCPS may reject Proposals submitted in response to this competitive solicitation and shall remain exempt from §§ 119.07(1), Florida Statutes. and 24(a), Article I of the State Constitution, until HCPS provides notice of an intended decision concerning the reissued solicitation or until HCPS withdraws the reissued solicitation, not to exceed twelve (12) months from the date of the Notice of Rejection.

2.5.4 Contract. The provisions of the awarded proposal are deemed acceptable by HCPS, and a best and final offer shall be incorporated as the award and become legally binding.

2.5.5 Additional Awardees. HCPS reserves the right to award additional vendors throughout the term of the Agreement to ensure HCPS’ needs are met promptly.

2.5.6 Notice of Intent to Award/Rejection. HCPS will post a Notice of Intent to Award/Rejection to enter into one or more contracts with the Proposer(s) identified therein, via VendorLink.

2.5.7 No Contract Until Execution. A notice of intent to award under this RFP shall not constitute or form any contract between HCPS and the proposer. No contract is formed until HCPS provides notice of award or purchase order.

2.5.8 Committee Tabulation. The Committee’s tabulation will be posted via VendorLink. Tabulation of Proposal selections may also be viewed via the link located on the Board’s View Current Agendas page:

https://go.boarddocs.com/fl/sdhc/Board.nsf/Public.

2.6 PROTEST

A Proposer who wishes to file a Proposal protest must file a notice and follow procedures prescribed by § 120.57(3), Florida Statutes, for resolution. For bids solicited by Procurement Services, the notice must be filed with the General Manager of Procurement Services. Any person who files an action protesting a decision or intended decision concerning a Proposal under § 120.57(3)(b), Florida Statutes, shall post, at the time of filing the formal written protest, a bond payable to the Board for $5,000 or three (3%) percent of the estimated value of the contract, whichever is greater, conditioned upon payment of all costs and fees which may be adjudged against the protestor in the administrative hearing. If at the hearing the Board prevails, it shall recover all costs excluding attorney's fees from the protestor; if the protestor prevails, the protestor shall recover from the Board all costs excluding attorney's fees.

Failure to file a notice of intent to protest, or failure to file a formal written protest within the time prescribed in § 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

2.6.1 Purchase Order. Award by the Board shall not constitute an order. The Awarded Vendor must receive an HCPS purchase order before the provision of any product or service. Shipments shall be as specified on the purchase order, conforming to the proposal form, specifications, and general instructions.

2.7 GENERAL TERMS AND CONDITIONS FOR REQUEST FOR PROPOSALS

Read and sign the separate document titled “Appendix: General Terms and Conditions for Request for Proposals” at www.myvendorlink.com. In the event of a conflict between the solicitation documents, the order of precedence shall be the best and final offer, negotiated terms and conditions, HCPS-issued addenda, this competitive solicitation, and the Appendix: General Terms and Conditions for Request for Proposals.

2.8 FEDERAL FUNDING

Read and sign the separate document titled “Federal Funding” at www.myvendorlink.com. All purchases involving the expenditure of federal, whether full or partial, funds must be compliant with Appendix II to 2 CFR Part 200. The following certifications and provisions are required and apply when HCPS expends federal funds for any purchase resulting from this Agreement. HCPS will follow §§ 200.317 through 200.327 of the general procurement standards.

https://go.boarddocs.com/fl/sdhc/Board.nsf/Public

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Contract provisions for any agreement that involves, receives, or utilizes Federal Grants funding, must state that the following terms and conditions shall be a part of this Agreement, and the Contractor accepts and acknowledges that it is compliant and will continue to comply with the applicable terms and conditions for the term.

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL

A signature acknowledges that the Proposer has:

• thoroughly read the above Section 2; and

• read the General Terms and Conditions (see Section 2.7); and

• filled in and submitted the W-9 Form (see Section 2.8); and

• the Proposer has submitted the Proposal without collusion with any other individual or firm.

Vendor Name

Signature of Proposer’s Authorized Official Date

[INTENTIONALLY BLANK.]

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3 SCOPE OF SERVICES

3.1 HCPS’ CURRENT STATE WHY IS THIS NEW SERVICE NEEDED

We currently have RFP #21061-DST-IV Speech & Language Therapy and Diagnostic Services. Speech-Language Pathologists are a critical shortage area and our current vendors are not able to cover all our vacancies. The expected vacancies for the 2024-2025 school year for speech-language pathologists are one hundred vacancies, and for speech-language pathology assistants are two vacancies. This solicitation intends to establish contracts with qualified providers of speech-language pathologists and speech-language pathology assistants for short and long-term assignments on an as-needed basis. We outsource these positions when staff resources are insufficient to provide mandated speech and language services for the provision of a Free and Appropriate Public Education (FAPE) according to the Individuals with Disabilities Education Act (IDEA).

3.2 SPECIFIC NEEDS AND GOALS

3.2.1 Professionalism and Personal Qualifications. The Proposer guarantees that the Speech-Language Pathologist (SLP’s) and Speech-Language Pathology Assistants (SLPAs) hold and maintain current licensure according to Florida law.

• The Awarded Vendor agrees to provide copies of the licenses prior to placement and at the time of renewal.

• The Awarded Vendor must respond within 48 hours to HCPS’ request for therapy services. If the Awarded

Vendor is not able to provide the required therapist, the next highest-ranked vendor will be contacted until staffing is complete.

• The Awarded Vendor must implement HCPS’ request for services as soon as possible but not to exceed ten (10) calendar days. If not able to provide the needed service, the next highest ranked firm will be contacted until provision of services is complete.

• The Awarded Vendor shall provide services consistent with the professional standard of care and shall comply with all the ethical requirements imposed by the State of Florida Department of Health’s regulations, the Florida State Department of Education and any other applicable federal, state or local regulatory agencies.

• All SLPs and SLPAs must be fluent in oral and written English.

• All SLPs and SLPAs will be required to pass a screening, which includes fingerprinting. The Awarded Vendor shall bear the cost this screening. All therapists and assistants will display the HCPS and State of Florida badges during contracted work hours.

• The Awarded Vendor will coordinate with HCPS personnel to ensure that all SLPs and SLPAs have access to HCPS’ electronic systems which are appropriate and necessary to complete their work responsibilities.

3.2.2 If necessary, paraprofessionals/facilitators may be used and must be proficient in oral English and pass a screening.

3.2.3 Supervision. The Awarded Vendor shall:

• provide educationally relevant speech-language therapy services in accordance with HCPS’ Exceptional Student Education Department. Supervision of these will be provided by the Supervisor/designee for the Speech-Language Program and/or the ESE Director/designee; and

• follow the procedures, to include but not limited to, signing in and out of schools; and

• meet monthly with the Supervisor for Speech-Language and the ESE Director/designee; and

• provide copies of current schedules and contact information to the Supervisor of Speech-Language Hearing

Services, School Site Administrator/designee; and

• be responsible (when a Speech-Language Pathology Assistant is provided by the Awarded Vendor) for providing direct supervision as specified in the Department of Health’s rules and regulations, at the Awarded Vendor’s expense.

• be responsible (when a Clinical Fellow (CF), Speech-Language Pathologist is provided by the Awarded Vendor) for providing a mentor/supervisor as specified by the American Speech-Language-Hearing Association.

3.2.4 Student Reports Required. The Awarded Vendor will:

• maintain student therapy records, as established by HCPS. These records, without limitation, will include attendance and enrollment, records, progress notes, therapy plans, Individual Education Plans, therapy schedules, and diagnostic reports. Use of all electronic documentation systems utilized by HCPS is required.

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• complete all therapy reports and files prior to termination of employment. HCPS will review the reports for accuracy and completion; and

• adhere to State and HCPS guidelines regarding the initiation and completion of speech and/or language evaluations and reevaluations required to determine initial and continued eligibility for services.

3.2.5 Invoices. The Awarded Vendor shall provide a weekly statement for services, specifying the names of SLPs and SLPAs, dates of service, hours (beginning and ending), and the services provided. All invoices must be submitted monthly. The SLPs will work an estimated 194 billable days; a billable day is no more than 7.5 hours which does not include lunch; nonstudent/teacher workdays can be billed up to 3.75 hours. HCPS will pay for the following required training days: Professional Study Day, New Therapist Training, and Child Outcomes Summary (COS) Training.

Contractors are invited to attend HCPS hosted optional professional development events for continuing education (CE) credit only but may not bill HCPS for this time.

Evaluations are billable for the time spent with the student and up to 2 hours for documentation (i.e., gathering input from parent, teacher, and student, writing the evaluation report, and drafting the IEP, if applicable).

3.2.6 Professional Services. The Awarded Vendor shall provide:

• educationally relevant speech-language therapy services, consistent with the Individuals with Disabilities Education Act (IDEA), Florida Statutes, State Board of Education Rules, and HCPS’ policies and procedures at all HCPS designated sites. Locations are subject to change upon notice; and

• perform specialized duties and services under the general supervision of HCPS, in accordance with the procedures outlined by the Director of Exceptional Student Education and those duties and services set forth in other general expectations of the therapy profession as listed below; and

• allow HCPS to interview all SLP and SLPA candidates prior to placement. HCPS reserves the right to refuse to utilize any given SLP and SLPA candidate; and

• allow HCPS to monitor the schedules for therapy and other services expected of the Awarded Vendor. Should the assigned provider not perform services and duties as outlined, HCPS reserves the right to request a replacement at any time; and

• ensure that replacement personnel have credentials equivalent, at least, to the individuals whom they replace.

HCPS reserves the right to interview replacement personnel prior to the provision of services; and be responsible for at least weekly contact with the ESE Director/designee to discuss the services being provided by the Awarded Vendor’s personnel; and

• accept test kits and protocols from HCPS.

3.2.7 Service Levels. HCPS shall provide the Awarded Vendor a list of needs and/or changes for services. The Awarded Vendor shall be prepared to provide therapy services in all areas throughout Hillsborough County and provide the requested service levels within ten (10) calendar days of written notice. HCPS shall provide a written notice of any alteration in service levels. The Awarded Vendor shall:

• provide HCPS with written explanation with no less than thirty (30) days’ notice of the alteration of any service levels; and

• provide HCPS no less than thirty (30) days’ written notice for any reduction and/or changes in the amount of direct therapy services; and

• be responsible for obtaining the necessary continuing education units (“CEU”) for license renewal of each contracted personnel.

• be responsible for contracted SLPs receiving the same level training requirement as HCPS SLPs. It is the responsibility of the SLPs and SLPAs to attend a minimum of four (4) scheduled trainings regarding the provision of speech and language therapy and diagnostic services in the school system; and

• be responsible to ensure that the SLPs and SLPAs attend the HCPS-provided new therapist training (in person or recorded) during their first year of employment with the Awarded Vendor; and

• ensure that therapy services to eligible students are provided during regular student attendance times and regular student attendance days; and

• be responsible for informing their employees of specifics regarding days to work, hours to work, etc., as determined by the ESE Director/designee; and

• not charge HCPS for mileage fees. Such miscellaneous fees shall be inclusive to the proposed hourly rates in the

Hillsborough County Public Schools Page 12 of 34 submitted Proposal; and

• be responsible for other associated tasks not specifically mentioned, but which may be critical to the provision of services under the scope of this competitive solicitation

3.2.8 Job Description: Speech Language Pathology

3.2.8.1 POSITION SUMMARY: The Speech-Language Pathologist is responsible for conducting evaluations and providing educationally relevant treatment for students with speech, language, and related disorders across grade levels, in accordance with federal, state, and district policies. The Speech-Language Pathologist works independently within the established scope of practice for the profession, and reports to the site administrator and/or Supervisor, Speech-Language.

3.2.8.2 SPECIFIC DUTIES & RESPONSIBILITIES:

• Provides speech, language, hearing, and communication screenings and evaluations for students referred through school teams in accordance with state and district rules, guidelines, and professional practice standards.

• Reports and interprets findings of individual screenings and evaluations to parents, teachers, and other stakeholders.

• Develops educationally relevant recommendations, therapy, and treatment plans in accordance with current eligibility and Individual Education Plan {IEP) processes.

• Provides services and direct instruction to students with speech-language and related disabilities using a variety of service delivery models.

• Monitors student progress and adjusts treatment plans to meet established goals and objectives.

• Maintains documentation of student progress data and service records in accordance with district, state, and federal policies, including privacy and confidentiality requirements.

• Trains and supervises specialized support personnel in accordance with professional practice guidelines and state rules. May supervise clinical fellows and graduate students as assigned by the Supervisor, Speech- Language.

• Serves as a resource for school problem-solving teams regarding speech, language, hearing, communication development, and the impact on educational achievement.

• Collaborates with teachers and other school staff to meet student needs related to established communication goals and objectives and offers support for general language and communication development in the educational setting.

• Participates in specialized professional learning activities designed to improve professional practice and as required to maintain licensure and certification.

• Performs any other duties as assigned.

• Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the district.

3.2.8.3 COMPETENCIES: The following competencies are representative of specific skills, abilities, and attributes that must be demonstrated to perform this job successfully.

• Communications: Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Keeps others adequately informed. Selects and uses appropriate communication methods.

• Job Knowledge: Competent in required job skills and knowledge. Exhibits ability to learn and apply new skills.

Keeps abreast of current developments. Requires minimal supervision. Displays understanding of how job relates to others. Uses resources effectively.

• Judgment: Displays willingness to make decisions. Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process. Makes timely decisions.

• Planning & Organization: Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources. Integrates changes smoothly. Sets goals and objectives. Works in an organized manner.

• Problem Solving: Identifies problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions. Resolves problems in early stages. Works well in group problem-solving situations.

3.2.9 Job Description: Assistant, Speech Language Pathology

Hillsborough County Public Schools Page 13 of 34

3.2.9.1 POSITION SUMMARY: The Assistant, Speech-Language Pathology, will perform speech pathology services, including screenings and direct therapy, under the direct on-site supervision of a certified or licensed Speech- Language Pathologist (SLP).

3.2.9.2 SPECIFIC DUTIES & RESPONSIBILITIES:

• Screens students for speech, language, or hearing disorders.

• Implements remedial programs or procedures planned by the supervising speech-language pathologist.

• Records, charts, or graphs data relative to student performance.

• Completes documentation as required for Medicaid billing.

• Maintains student records, including Individual Education Plans (IEPs), work folders, cumulative folders, health records, and parent correspondence.

• Prepares therapy materials.

• Manages student behavior during therapy.

• Adheres to a daily schedule developed with the supervising speech-language pathologist.

• Participates in the IEP process.

• Attends staff meetings as required.

• Performs other educationally related duties as assigned by the program supervisor.

• Engages only in those remedial duties that are planned, designed, and directed by the supervising speech-language pathologist.

• Performs any other duties as assigned.

Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the district.

3.2.9.3 QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job successfully.

• Education: A bachelor's degree in Communication Sciences and Disorders or Speech-Language Pathology, or a bachelor's degree in a related field and completion of pre-requisite coursework required for state licensure, from an accredited four-year college or university.

• Experience: Experience in education, childcare, or related field preferred.

• Certificates/Licenses/Registrations: Florida Department of Health license for Speech-Language Pathology

Assistant.

• Language Skills: Reads and interprets documents such as safety rules, operating and maintenance instruction, and procedure manuals. Writes routine reports and correspondence. Speaks effectively before groups of individuals.

• Mathematical Skills: Calculates figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Applies concepts of basic algebra and geometry.

• Reasoning Ability: Solves practical problems and deals with a variety of concrete variables in situations where only limited standardization exists. Interprets a variety of instructions furnished in written, oral, diagram, or schedule form.

• Computer Skills: Knowledge of relevant and current computer software programs.

3.2.10 Changes In Scope of Services.

HCPS may order changes in the required commodities and contractual services consisting of additions, deletions, or other revisions within the general scope of the solicitation. Unless accepted by a mutually signed written amendment, The Awarded Vendor may make no changes related to the scope of services, amount of compensation, or any other adjustments to the Agreement. If the Awarded Vendor believes that a commodity or contractual service is not within the scope of services of the Award, is a material change, or will otherwise require additional compensation to the Contractor, the Contractor must immediately notify the General Manager of Procurement Services in writing of this belief. If the General Manager of Procurement Services agrees that the commodity or contractual service is within the scope of the award, as written, the Awarded Vendor shall continue providing the commodities or contractual services as changed and at the cost stated for the product or service within the scope. The Awarded Vendor must assert its right to an adjustment under this clause within 30 days from the date of receipt of the written order. The General Manager of Procurement Services reserves the right to negotiate with the Contractor without completing the competitive bidding

Hillsborough County Public Schools Page 14 of 34 process for commodities and contractual services like those specified within the solicitation for which requirements were unknown upon release of the solicitation.

3.3 STATEMENT OF WORK (“SOW”)

Submit an SOW to define all the components of the implementation of the project. Discuss tasks, deliverables, milestones, and schedules. Please include these sections, as applicable:

• Objectives: Goals of the project.

• Scope: Work involved in the project.

• Deliverables: Products or services to be provided.

• Payment: Amounts and dates by which the project owner must abide.

• Standards: Quality levels to which the project team must adhere.

• Requirements: Support of employees or other resources the team must use or provide to navigate HCPS policies and procedures.

3.4 CUSTOMER SUPPORT SERVICES

Communications. The Awarded Vendor must provide a means to receive direct communications from HCPS 24 hours per day, 7 days per week. Contact means shall be by phone or e-mail. When contact is made, the Awarded Vendor must respond within 30 minutes of contact.

Emergency Contact

Name: ________________________________________

Title: ________________________________________________________________________________________

Telephone: ________________________ Cell #:_________________________Fax:_________________________

E-Mail Address: _______________________________________________________________________________

Address: _____________________________________________________________________________________

3.5 ESTIMATED EXPENDITURES

HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. The budget is approximately $ 11,641,950.00 per year.

3.5.1 Federal Funding. This competitive solicitation is supported by the IDEA Grant as part of a financial assistance award totaling up to $3,000,000.00 per year with and estimated 26% percent funded by other sources.

3.6 AGREEMENT TERMS/RENEWALS

The initial term will be approximately one year (the initial term shall become effective as stated on the award letter and shall terminate at the end of the anniversary month). Unless terminated earlier, the Agreement may automatically renew for up to four (4) additional years as appropriations allow in the budget, the Contractor's performance, the continued need for the commodities and contractual services, and mutual agreement between HCPS and the Contractor to provide the commodities and contractual services required under the Agreement as outlined in the Scope of Work and maintain the same terms and conditions as delineated herein.

All prices/costs/fees/charges offered herein shall be firm against any increase for the initial term of the Agreement unless mutually agreed or as stated otherwise in this RFP or as approved by the General Manager of Procurement Services.