24255-RFP-DST_Drivers_Ed_Vehicle_LeaseP.pdf

Tuesday, February 04, 2025, at

3:00:00 PM

Proposal Due Date.

Superintendent Van Ayres

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

REQUEST FOR PROPOSALS (RFP)

FOR

24255-RFP-DST DRIVERS ED VEHICLE LEASE

January 6, 2025

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, January 21, 2025, at

12:00 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.

Connect with Us • HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507 http://www.myvendorlink.com/ http://www.myvendorlink.com/ mailto:support@eVendorLink.com mailto:corey.murphy@hcps.net

Hillsborough County Public Schools 24255-RFP-DST Drivers Ed Vehicle Lease

1 CONTACT INFORMATION & CERTIFICATION

2 PROPOSER INSTRUCTIONS

3 SCOPE OF SERVICES

4 QUALIFICATIONS AND EXPERIENCE

5 REQUIRED FORMS

6 CUSTOMER SUPPORT SERVICES

7 SMALL BUSINESS ENCOURAGEMENT (SBE) PROGRAM

8 COST/VALUE

9 STATEMENT OF WORK (“SOW”)

10 INSURANCE REQUIREMENTS

11 REQUIRED SUBMITTALS CHECKLIST

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]

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.

http://www.myvendorlink.com/

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.

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 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. 25 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.

Utilization of HCPS-Registered Small Business Enterprises 10 Evaluated by Procurement 1 point for each 10% of the funding to the HCPS-registered SBE.

0 points: 0% to 9% 6 points: 60% to 69% 1 point: 10% to 19% 7 points: 70% to 79% 2 points: 20% to 29% 8 points: 80% to 89% 3 points: 30% to 39% 9 points: 90% to 99% 4 points: 40% to 49% 10 points: HCPS SBE-Registered Vendor or 100%.

5 points: 50% to 59%

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 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.

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

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.

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

X Signature of Proposer’s Authorized Official Date

[INTENTIONALLY BLANK.]

3 SCOPE OF SERVICES

3.1 HCPS’ CURRENT STATE WHY IS THIS NEW SERVICE NEEDED

HCPS is seeking proposals from qualified firms interested in furnishing and maintaining approximately 116 automobiles for use in the District’s Driver Education Program.

3.2 INTENT

HCPS intends, through this solicitation, to identify qualified Contractor(s). The provision of commodities and contractual services under this contract includes, but not limited to, providing all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests in accordance with the specifications contained herein.

The Proposer must acknowledge agreement and understanding with the requirements of the intent of the Scope of Work of this solicitation and provide reports or samples, as applicable. The proposer must note any deviations from the specifications. Detailed descriptions and/or illustrations are required with your proposal for consideration.

Clearly indicate any exceptions to the Scope of Work of the solicitation or provide an alternative (alternative must be marked as “alternative proposal”) for HCPS to consider. Summarize your approach and understanding of the services and any special considerations of which HCPS should be aware. The Proposer is required to:

• describe specific details of the proposed development methodology that it shall provide as part of this

• solicitation; and

• address each of the requested items in conjunction with the scope of work description presented in the Scope of Services section of this solicitation; and

• provide a timeline for the provision of goods and services including payment information.

3.3 SPECIFIC NEEDS AND GOALS

3.3.1 Passenger Cars

• Estimated Mileage/Semester (90 School Days)

• Range use (only two students in automobiles) 150 to 500 miles.

• Non-range use (one teacher and three students in automobile) 900 to 3,000 miles.

• When vehicles are maintained for an entire school year, excluding summer, mileage does not typically exceed 10,000 miles.

Vehicle Features (Minimum): The Contractor agrees to provide passenger cars with all, but not limited to, the following equipment:

• Seat belts for each occupant

• AM/FM radio

• Air-conditioning

• Power steering

• Automatic Transmission

• Split Bench or Bucket Seats

• Right And Left Side View Mirrors

• 4- or 6-cylinder engine

• Passenger break installed.

3.3.2 Delivery

• Delivery: The Contractor will deliver vehicles to HCPS school sites as directed by the Supervisor of Driver Education, or designee.

• Driver Education Cars: School sites for delivery of the cars are listed in Attachment “A”.

• Contractor Transportation of Vehicles: Transportation of all vehicles to and from the HCPS sites will not count towards the District’s mileage. Mileage shall be recorded at the delivery and pick-up time.

3.3.3 Vehicle Trade-In

• Trade-in Times: The Contractor shall provide HCPS with mutually convenient trade-in times. If required, a maximum of three (3) trade-in events per year for the driver educations cars with at least ninety-(90) days between trades. HCPS recommends the following periods for trade-in events:

Driver Education Vehicles:

• August.

• December; during HCPS Winter break.

• April; during HCPS Spring break.

• End of school – approximately 90 cars returned.

• Trade-in of all vehicles takes approximately 2–3 weeks. Dates vehicles come in and go out need to be the same.

• Initial delivery for this contract must be on or before July 1, 2025.

• Delivery for subsequent years shall be two weeks prior to the start date of the upcoming school year.

• Delivery shall be to the Transportation Department located at 9455 Harney Road, Thonotosassa, FL 33592.

3.3.4 Additional Extensions: If the contract is extended to an additional year, each year approximately 116 driver education vehicles will be needed by the first day of school, typically the 2nd or 3rd week of August.

3.3.5 Repairs: Provide the location address where maintenance and repair services will be performed. If there is more than one, specify all locations.

3.3.6 HCPS reserves the right to: Change the number of vehicles required during the contract period and request a combination of mid-size and compact cars for various sites, or upgrade from compact to mid-size driver education vehicles to meet the students’ needs. Any additional vehicles furnished shall be at the same per car rate bid herein.

Additionally, HCPS reserves the right to change the number of schools during the contract period. Each site must be serviced at the same rate/cost bid herein.

3.3.7 Vendor Responsibilities

• Provide delivery of vehicles as stated herein.

• Install dual brakes furnished by HCPS on the driver education cars at a nominal charge.

• Provide all necessary maintenance and repair service to the vehicles, without charge to HCPS, except for repairs due to collisions, vandalism, or damage caused by equipment on driving ranges, such as cones, bases, or flagsticks, etc.

• Provide a written repair estimate and itemized invoice for collision damages incurred by HCPS, signed by an authorized estimator. Copies of all repair estimates shall be sent to HCPS Supervisor of Driver Education for approval prior to repair. Invoices shall be sent to the Accounts Payable Department.

• Maintain and furnish a current inventory of all vehicles provided to HCPS and identify each vehicle by Make, Model, Year, Vehicle Identification Number, and Insurable Value.

• Maintain each vehicle in safe operating condition; including but not limited to providing all necessary maintenance and repair service to the vehicles, without cost to HCPS, except for the cost to install and remove dual brakes, repairs due to collisions, vandalism or damage caused by equipment on driving ranges. such as cones, bases, flag sticks, etc.

• Allow HCPS sole authority to determine the allocation of driver education vehicles to the school centers as program needs dictate.

• Not remove vehicles from the program in the event of an automotive industry strike involving the manufacture of the models furnished.

• Pay all costs for any vehicle inspections required by law.

• Transfer HCPS provided county license tags when vehicles are traded back to the Contractor. HCPS agrees to pay for the cost of any new license tags and the actual state tag transfer fee. All vehicles will be tagged and titled under this program.

• Provide vehicles that are current model year or one (1) year old models. For years three and four, if renewed, the vendor may offer an additional discount for vehicles that are not in the current year or one (1) year old models under contract.

• Require the following Contractor departments listed (but not limited to) to cooperate with the HCPS Supervisor of Driver Education:

o Comptroller o Get-Ready Department o Service Department o Tag Agent o New Car Manager o Body Shop o Lot Person o Parts Department

3.3.8 Returned Vehicle Condition. Most returned vehicles are in good condition; however, the Contractor should expect some vehicles to have minor scrapes, dents, scuffed tires, marks on seat cushions and other cosmetic defects.

Most damage will be only minor in nature. Other damage caused by vandalism or collisions will require more extensive repairs. The Contractor and an HCPS representative will meet and evaluate needed repairs and mutually agree on the extent of damage party’s responsibility. An HCPS Driver Education Program “Joint Inspection Report” will be completed and signed by the Contractor and the HCPS representative for all repairs. If a mutual agreement is not reached, as to what type of damage is present, HCPS reserves the right to seek outside estimates. The outside estimate will determine the type of repair needed and the party responsible.

3.3.9 HCPS RESPONSIBILITIES

Driver Education Vehicles:

• Use Contractor provided vehicles to conduct Driver Education courses that meet the requirements of the Florida Department of Education.

• Require that the instructional program, in which the vehicles are used, instructors are approved and certified by the Florida Department of Education.

• Insure vehicle under its self-insurance plan in accordance with s. 768.28, F.S.

• Provide County license tags.

• Operate each vehicle for instructional purposes in the Driver Education Program only under the personal supervision of an approved, certified instructor, and directly under the supervision of the Supervisor of Driver Education, who is the authorized agent for HCPS.

• Allow Contractor a courtesy line on each side of each vehicle for instructional purposes in the Driver Education Program. Courtesy lines shall utilize letters not to exceed 1.5” in height. The Contractor may offer an alternative to this provision, but HCPS must approve all deviations.

• Furnish the gasoline necessary to operate the vehicles during the period of use in the Driver Education Program.

• Provide dual brake kits for each vehicle in the instructional program.

• Provide floor mats, if required by the Contractor. HCPS will place the Contractor’s floor mats in the trunk of the automobile, if applicable.

• Provide and install hand controls for students with disabilities whenever there are students with disabilities enrolled in the program. This may affect one or more vehicles per semester, per location.

• Reimburse the vendor for repairs due to collision, accident, vandalism, or damages caused by equipment on driving ranges, such as cones, bases, flagsticks, etc.

• Pay the approved monthly fees to the Contractor, upon receipt of an invoice sent to the Accounts Payable Department or via P-Card, subject to approval by the Supervisor of Driver Education.

3.3.10 Coordination of Services: The Supervisor of Driver Education will perform the following duties, where applicable to the respective parties:

• Coordinate all aspects of the trade-in process; and

• Develop schedules for vehicle trade-ins; and

• Notify appropriate sites, schools and departments of scheduled trade-in events; and

• Work with the contractor to select vehicles for placement in the program; and

• Oversee installation of dual brakes on the driver education cars to meet the delivery schedule; and

• Prep vehicles prior to delivery, to include:

o complete safety inspection; and o removal of all cigarette lighters; and o removal of original floor mats; and o stripping of all window stickers; and o checking of trunks; and o removal of screws from plate holders; and o seeing to it that “Driver Education” stickers are delivered for placement on both sides of all vehicles; and o completing a “Joint Inspection Form” on every vehicle placed in the program.

3.3.11 Develop a database of all new vehicles to be provided to:

• The Contractor’s tag department to process the transfer of HCPS County license tags.

• The Contractor’s new or used car department to record new vehicles in the program.

• The Contractor’s inventory control department to record vehicles in program.

• Oversee the transfer of HCPS County license tags.

• Provide each school with a copy of the registration form to place in the vehicles.

• Work with each school representative when transferring vehicles and exchanging license tags, floor mats, and insurance papers, in an efficient manner, so as not to keep the teachers away from their school for extended periods of time.

• Inspect all returned vehicles and completing a “Joint Inspection Form” listing mileage and any damages that need service or body work.

• Assure that vehicles needing service and/or bodywork are delivered to the appropriate department.

• Determine distribution of vehicles to each school and making arrangements for vehicle transfers as needed.

• Determine distribution of vehicles for summer school centers and making arrangements for vehicle transfers and storage.

• Arrange for storage of all vehicles during non-school times, such as: pre/post Summer School, Winter Break and Spring Break. Most vehicles are stored on the school grounds, but some are stored at HCPS employees’ homes due to the lack of safe storage facilities at some schools. Chosen HCPS employees live within five miles of the school. A School District of Hillsborough County “Driver Agreement Form for Driver Education Teachers and Assigned Drivers” will be signed by said employees.

• Arrange for repair and service of vehicles during regular school sessions.

• Arrange for tire service and replacement as needed.

• Coordinate with the HCPS Risk Management Department for repair of vandalized vehicles or vehicles involved in accidents.

• Arrange for the installation and removal of handicapped equipment as requested.

• Arrange for the purchase of equipment and supplies directly related to the Driver Education fleet. Such equipment includes:

o dual brakes, cables and repair kits o trunk signs o side stickers o teachers’ rear-view mirrors o radios o receivers o floor mats o arrange for towing of vehicles as needed

3.3.12 Substitutions. Substitutions of product will only be considered when manufacturer has discontinued the product or is having difficulties in the manufacturing and delivery of the product. The Contractor must provide an approved substitute at the originally awarded price or lower price than the item being substituted. HCPS must issue written acceptance before the Contractor may ship any substitute. Contractor requests to offer substitute products for any item originally awarded on this bid shall be submitted in writing to Procurement Services along with the following documentation.

• Proof that the manufacturer has discontinued the item, and it is no longer available.

• Complete technical specifications for the substitute product for consideration and approval by HCPS.

3.3.13 List of Schools

Alonso High School Hillsborough High School Riverview High School

Armwood High School Jefferson High School Robinson High School

Blake High School King High School Sickles High School

Bloomingdale High School Lennard High School Spoto High School

Brandon High School Leto High School Steinbrenner High School

Chamberlain High School Middleton High School Strawberry Crest High School

Durant High School Newsome High School Tampa Bay Tech High School

East Bay High School Plant City High School Wharton High School

Freedom High School Gaither High School Plant High School

Sumner High School Aquilla Morgan High School

3.3.14 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 process for commodities and contractual services like those specified within the solicitation for which requirements were unknown upon release of the solicitation.

3.4 ESTIMATED EXPENDITURES

HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. The budget is approximately $ $498,869 per year.

3.5 AGREEMENT TERMS/RENEWALS

The initial term will begin upon approval by the Board and shall automatically renew for up to four (4) additional one (1) -year periods as appropriations allow in the budget, the Contractor’s performance, the continued need for the commodities and services, and mutual agreement between HCPS and the Contractor to provide the commodities and services required under the Agreement as outlined in the Scope of Work/Services and maintain the same terms and conditions as delineated herein.

3.5.1 Temporary Renewal. If HCPS needs to extend the Agreement beyond the stated renewal period(s), HCPS and the Contractor may agree to renew the Agreement for a period not to exceed 180 days.

3.5.2 Price/Rate Provision. Pricing shall remain firm for the contract period.

3.6 COVER LETTER

The Proposer shall provide a one to two-page cover letter to include the Proposers:

• understanding of the requirements and scope of services of this solicitation; and

• interest and ability to perform the requirements of this solicitation; and

• principles, including contact information; and

• representatives, including the contact information, of those who will represent Proposer during the solicitation process; and

• signature (by an authorized representative who may legally bind Proposer to the promises provided in its proposal)

3.6.1 Additional Information. In their proposal, the Proposer’s must provide answers to the following:

1. What would be included with the agreement under routine maintenance if there is any?

2. What additional requirements from HCPS should we consider for leasing vehicles, apart from those outlined in Section 3.3.9 on HCPS Responsibilities?

3. Do they take P-Card or PO?

4. Who does the registration renewals each year HCPS or the leasing company?

5. Do you have an online system where we can track bills and have everything transparent for us to see when and how we are getting billed?

4 QUALIFICATIONS AND EXPERIENCE

4.1 QUALIFICATIONS SUMMARY

The Proposer shall provide a 2–4-page summary of their qualifications including related skills and market strengths. If applicable, include subcontractor qualifications. Provide information regarding past working relationships on similar projects. This section also includes the following:

• Key Personnel. Identify key personnel and provide biographical information (resumes) about their backgrounds, expertise, and job descriptions. Also, provide a staffing plan (including key personnel, number of dedicated team members, and team members’ professional qualifications).

• Technical Staff. Proposer must provide the number of technical personnel employed and how many will be available to support HCPS.

• Proposer Resources/Equipment. The Proposer must list all resources available to provide the required contractual services. At a minimum, list all applicable assets, such as equipment, vehicles, and any applicable specialized skills.

4.2 MINIMUM QUALIFICATIONS

Please read carefully: The Proposer must provide, with the proposal, proof that they meet the following minimum qualifications. A Proposer who submits a Proposal that fails to meet the minimum qualifications will be deemed as non-responsible and will not be evaluated. The Proposer must prove the validity of the stated documents to be in effect at the time of the Proposal's due date. The proposer must meet the following minimum requirements. Below, respond as to whether you meet the following minimum requirements. You must explain each exception.

Requirement

All marked Exceptions require further explanation from the Proposer.

Agreed / Exception

4.2.1.1 Experience (Corporate). The Proposer shall have been in the provision of the required commodities and contractual services herein for a minimum of three (3) years and must provide proof along with the proposal (including but not limited to):

• articles of incorporation; or

• Sunbiz.org screenshot (or equivalent from the Proposer’s home state if solely shipping commodities); or

• business tax receipts…).

Agreed

Exception

4.2.1.2 Authorization To Do Business In The State of Florida. Foreign corporations and foreign limited partnerships must provide proof of authorization to do business in the State of Florida. Domestic corporations must be active and in good standing in the state of Florida.

Proposer must provide proof of registration on www.sunbiz.org unless a Contractor will solely provide commodities via mail.

Agreed

Exception

4.2.1.3 E-Verify. Per § 448.095, Florida Statutes, all employers within the state shall use the U.S.

Agency of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all employees hired during the term of the Agreement. The Contractor shall also require all subcontractors performing work under the Agreement to use the E-Verify system for any employees they may hire during the term of the Agreement. The Contractor must provide evidence of compliance with § 448.095, Florida Statutes. Evidence may consist of, but is not limited to, providing notice of the Contractor’s E-Verify number. Failure to comply with this provision is a material breach of the Agreement and HCPS may choose to terminate the Agreement, at its sole discretion. The Contractor may be liable for all costs associated with HCPS securing the same services, Agreed

Exception

Does not employ State of Florida workers.

http://www.sunbiz.org/ inclusive, but not limited to, higher costs for the same services and bidding costs (if necessary). E-Verify #:

4.2.1.4 Proof of Insurance. The Proposer must provide proof of insurance. Also, upon award, at its own expense, the Contractor must maintain an insurance policy in effect at all times during the performance of this Agreement with an insurance company licensed or authorized to do business in the State of Florida having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the below coverage amounts. Failure of the Consultant must maintain the required insurance will constitute a material breach entitling HCPS to immediately terminate this Agreement for default. See Appendix A. Insurance requirements.

Agreed

Exception

4.2.1.5 Subcontractors. The Awarded Vendor shall serve as a prime contractor and shall be responsible for all actions taken by its subcontractors and shall bear all liability for the subcontractors’ action under the Award. HCPS must pre-approve each subcontractor and must follow all of the Awarded Vendor’s requirements herein. All Awarded Vendor’s requirements and references to Awarded Vendor herein shall apply to all HCPS-approved subcontractor(s). The subcontractor includes any organization whom the Awarded Vendor utilizes for the provision of commodities and contractual services subject to the Award. The Awarded Vendor must notify HCPS for prior approval as to the use of or replacement of any subcontractor. If applicable, list all subcontractors:

Agreed

Exception

Not Applicable

4.3 BUSINESS REFERENCE FORMS

4.3.1 Business Reference Form (#1). In response to this Hillsborough County Public Schools solicitation, 24255-RFP- DST Drivers Ed Vehicle Lease,…