25006-RFP-DST_Device_as_a_Service_DaaS.pdf

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

PROCUREMENT SERVICES DEPARTMENT

REQUEST FOR PROPOSALS (RFP)

FOR

25006-RFP-DST: DEVICE AS A SERVICE (DAAS)

JANUARY 9, 2025

Scope/Intent: Hillsborough County Public Schools (“HCPS”) hereby issues this competitive solicitation (“Request for Proposals,” “RFP,” or “Solicitation”), in accordance with Rule 6A-1.012, F.A.C., to announce that HCPS is accepting electronic submittals (“proposals”) from all qualified firms or individuals interested in providing the commodities and contractual services described herein, see Scope of Work section.

The proposal must demonstrate the Proposer’s qualifications, experience, availability, approach, and implementation plan that will best serve HCPS’ requirements. The proposal must be submitted in a format commensurate with the sections in this RFP and shall be evaluated by HCPS as stated in the Proposers Instructions Section.

Important Dates:

Technical Questions Due: Wednesday, January 22, 2025 Solicitations Due: Wednesday, February 5, 2025

Vendor Portal:

www.myvendorlink.com: All proposals must be submitted electronically via HCPS’ vendor portal (VendorLink). VendorLink’s technical support is available via support@eVendorLink.com. Should technical difficulties arise during the proposal submission. HCPS shall not be responsible for nor accept any late bids due to the provision of late submittals.

Statutory 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 filed in a timely manner with the General Manager of Procurement Services via email at corey.murphy@hcps.net.

Cone of Silence:

Board Policy 6320, Procurement: https://web.hillsboroughschools.org/policymanual/ prohibits any communication regarding an active solicitation between any HCPS employee or Board member and any third party, representative, or lobbyist of that party, in effect from the time of the release of this RFP until an agreement is signed by HCPS or awarded by the Board, whichever occurs first.

Solicitation Background:

This is a new solicitation; no history is available.

http://www.myvendorlink.com/ mailto:corey.murphy@hcps.net https://web.hillsboroughschools.org/policymanual/

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TAB 1. SCOPE OF WORK

TAB 2. PROPOSER INSTRUCTIONS

TAB 3. QUALIFICATIONS AND EXPERIENCE

TAB 4. BUSINESS REFERENCE FORMS

TAB 5. COST/VALUE

TAB 6. SMALL BUSINESS ENCOURAGEMENT (SBE) PROGRAM

TAB 7. GENERAL TERMS AND CONDITIONS

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TAB 1. SCOPE OF WORK

1.1 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 HCPS’ representative.

Local Contact Information Account Representative’s Name and Title:

Local Address:

Phone Number:

Cell Phone Number:

Email Address:

Fax Number:

Signature of Owner or Authorized Officer:

X

Date:

Corporate Information Corporate Representative's Name and Title:

Company Name, including D/B/A:

Principal Place of Business Address (If different from Local Address):

Remit-To Address (if different from above):

FEIN or Social Security Number:

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

FEIN or SS# ________________________________ ☐ Other. ______________________________________ The preferred method to receive a purchase order. ☐ US Mail or ☐ Fax ☐ Yes ☐ No. Is the 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 S/M/WBE 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 the ☐ City of St. Petersburg.

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1.2 COVER LETTER

The Proposer shall submit a one to three-page cover letter to include the Proposer’s:

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

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

• company’s principals, including contact information; and

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

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

1.3 ESTIMATED EXPENDITURES

HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. The budget is approximately $32,000,000 per year.

1.4 AGREEMENT TERMS/RENEWALS

The initial term will be approximately four years (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 one additional four (4) year term 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. The Agreement shall terminate upon the end of the equipment subscription period(s).

1.4.1 Prices. 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. The Contractor shall bear sole responsibility to notify Procurement Services no less than sixty (60) days before any anticipated price changes. Any request for changes requires the submittal of bona-fide manufacturer's documents, including but not limited to Producer Price Index information, Consumer Price Index for the affected market, industry, commodities, and/or manufacturer’s price list for evaluation by HCPS. HCPS reserves the right to accept or reject the request for price or rate changes within thirty (30) days of receipt. HCPS will cease orders for items rejected for price change. If HCPS approves the requested changes, the price will remain firm for the remaining effective term or as stated in a written, mutually signed renewal letter.

1.4.2 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.

1.5 HCPS’ CURRENT STATE. THIS IS A NEW SERVICE.

HCPS currently purchases all of its hardware technology needs.

1.6 INTENT

HCPS proposes to contract with the highest-ranked Proposer(s) to:

Assist HCPS with establishing stable and predictable costs associated with acquiring and maintaining a 4-year refresh cycle of HCPS’ general use computing devices for students and employees. The proposed solution should provide repair services with sufficient quantities of devices to meet a next-class period service level agreement (SLA). This solution should complete the full life cycle management of devices, including configuration, deployment, asset management, support, and asset disposal.

1.7 SPECIFIC TASKS AND NEEDS.

The Contractor shall image and enroll 50,000 student and 6,500 mixed use devices (approximately) annually into HCPS' management platform. Define your processes to ensure security and prevent unwanted or malicious code from being introduced into the operating system or device.

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1.7.1 Project planning. Device configuration services with monthly updates: Asset management including options for non-DaaS devices, both network/agent discoverable or ability to import static/non-network device information: Device warehousing: Site-based device deployment: Maintain sufficient inventory to achieve next class period SLA: Repair services covering in and out of warranty repairs: Accidental damage protection: Site based pick and drop off of devices for repair and return to service items: Service dashboard to allow for tracking of repairs with integrations into District’s ITSM: Device recovery for repairs and end of term collection.

• The Contractor will create a detailed project plan that outlines the scope of the project, timelines, and milestones.

• Device configuration services with monthly updates. The Contractor will provide device configuration services to ensure that all devices are configured to meet HCPS’ requirements. The Contractor will also provide monthly updates to images ensure that all devices are up to date with the latest software and security patches including the return of repaired devices.

• The Contractor will provide asset management services to help HCPS manage their devices. This includes tracking all devices, including non-DaaS devices, and importing static/non-network device information.

• The Contractor will be responsible for providing device warehousing for the deployment and collection of termed devices.

• The Contractor will provide site-based device deployment services to ensure that all devices are deployed in a timely and efficient manner. The Contractor will also remove all boxes and packing material from the site.

• The Contractor will maintain sufficient inventory to ensure that all devices are available for deployment in a timely manner and to achieve next class period SLA.

• The Contractor will provide accidental damage protection services (included in the cost of the equipment) to ensure that all devices are protected against accidental damage.

• The Contractor will provide repair services to cover both in and warranty repairs and accidental damage.

• Optional repair services extended to HCPS-owned devices that meet HCPS’ standard life (approximate max age of 4 years) consisting primarily of Microsoft Windows and Chromebooks manufactured by Lenovo, HP laptops, Acer and desktops, and Apple Devices, and may be awarded separately. Must adhere to same repair pick-up and delivery SLAs of no more than one (1) week turn-around. Contractor should call out any manufacturer that it can not repair.

• The Contractor will provide site-based pick and drop-off services to ensure that all devices are repaired and returned to service promptly.

• The Contractor will define a process to ensure that all devices are secure, and that unwanted or malicious code has not been introduced into the operating system or device.

• The Contractor will provide the ability to add or remove sites as it benefits HCPS.

• The Contractor will provide a service dashboard that includes usage, breakage, repair SLAs, and collection and grading of end-of-term devices.

• Any device containing HCPS data or device will be certified destroyed in a manner that meets data privacy standards.

• This Agreement will span multiple refresh cycles that may require adjustments to device specifications or additional device models to address increased software demands. It will also extend to other HCPS programs such as CTE, E-sports, and manufacturer model specification adjustments.

• Print and apply tamper-proof asset tags containing asset numbers and wording provided by HCPS.

• Device deployment, pickup, and return will be at a named location where the asset is used, a minimum of once per week.

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• A ticketing system must integrate with HCPS’ ITSM platform (FreshService).

• Provide a detailed description of accidental damage protection coverage and process including out of scope repairs. Further include process and associated costs for out of warranty or protection repairs.

• Provide monthly reports showing time to repair, types of repairs, deployment, and recovery times.

• Obtain HCPS’ approval for all device specifications or model changes.

• Deployment should start by June 1 and be completed prior to August 1st of the same year. Break-fix of district owned devices will start based on contract award; subsequent years' deployment and recovery must be completed prior to August 1st of the current year.

1.7.2 Inside Delivery. The inside delivery process must include removing all boxes and packing materials from the delivery site. The Contractor may not utilize HCPS dumpsters.

1.7.3 Delivery Interval. Minimum delivery shall be weekly for pick up and drop off at each site. HCPS reserves the right to add or remove sites.

1.7.4 Equipment Life Cycle. The equipment's lease period shall be four (4) years. The Contractor must provide a report identifying the equipment and a service dashboard that includes usage, breakage, repair SLA collection, and grading of end-of-term devices.

1.7.5 Passwords. Ability to control and update all bios settings, including changing/resetting passwords without further cost to HCPS.

1.7.6 Refresh Cycles. This solicitation may require multiple refresh cycles. The provided specifications are based on first-year requirements, but they are expected to increase to meet the software demands throughout the life of the Agreement. A yearly review of specifications will be required and adjustment to models or specifications will prior to next order.

1.7.7 Equipment Minimum Specifications.

a. Student laptop (estimate 50,000 per year)

• Intel Pentium u300 or equivalent AMD or better

• 13-inch class touchscreen

• 8 GB memory

• 128 GB SSD/Flash storage

• USB-C Charging

• Audio jack

• 2 USB-A and 1 USB-C function port

• Dual Antenna 802.11ax

b. General laptop (estimated 5,500 per year)

• Processor (CPU): Intel ultra 5 or AMD equivalent

• Memory: 16 GB

• Storage: 256 GB SSD/Flash

• Display: 13-inch class touchscreen

• Ports: USB-C Charging, 2 USB-C or 1 USB-C and 1 USB-A

• Connectivity: Dual Antenna 802.11ax

• must support copilot +

c. High-end laptop (100 estimated per year)

• Processor (CPU): Intel Ultra 7 or Equivalent AMD capable of supporting 40 TOPS

• Memory: 32 GB

• Storage: 512 GB SSD

• Display: 15-inch touchscreen or larger

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• Ports: USB-C full-function port, USB-A port, 1 GB Ethernet port

• Connectivity: Dual Antenna 802.11ax Wi-Fi

• Neural Processing Unit (NPU): Capable of at least 40 TOPS

d. General desktop (900 estimated per year)

• Form Factor: Tiny or mini

• Processor (CPU): Intel ultra 5 or AMD equivalent

• Memory: 16 GB

• Storage: 256 GB SSD

• Ports: 3 display ports or a combination of HDMI/display (must support all ports active with the required cables)

• Connectivity: Dual Antenna 802.11ax, 1 GB Ethernet port

• Must fully support copilot+

Demo evaluation devices will be required for all device types if differing from existing supported devices. The units will be used to evaluate build, performance and image driver capture for a minimum of 4 weeks. The District will notify the shortlist of bidders of the required devices that are needed. If there are model or specification changes prior to the start of service a new unit will need to be furnished for image capture and ensure it meets specifications and build quality.

1.7.8 Deployment. Any device that is not delivered and validated prior to the start of school will be credited one-month fees for the first month, 2 months credit for each additional month of non-deployment without prior written acceptance for delay by HCPS.

1.7.9 Repair of DaaS. Devices not returned from repair in working order after one-week will be credited 10% of cost, 2 weeks delay 20% of cost, 3 weeks delay 50% of cost, and 4 weeks 100% of cost without prior notice given to the district and acceptance of delay reason by HCPS.

1.7.10 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 this RFP. Unless accepted by a mutually signed written amendment, The Awarded Vendor (the “Contractor”) may make no changes related to the scope of work, amount of compensation, or any other adjustments to the Agreement. If the Contractor believes that a commodity or contractual service is not within the scope of work of the Award, is a material change, or will otherwise require additional compensation to the Contractor, the Contractor must notify the General Manager of Procurement Services in writing of their belief. If the General Manager of Procurement Services agrees that the commodity or contractual service is within the scope of the work, as written, the Contractor shall continue providing the commodities or contractual services as changed and at the cost stated for the product or service within the scope. The Contractor must assert its right to an adjustment under this clause within thirty (30) days from 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 this RFP, for which requirements were unknown upon release.

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL

A signature acknowledges that the Proposer has read the above Section and agrees to comply with the terms and conditions.

Vendor Name

Signature of Proposer’s Authorized Official Date

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TAB 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 the 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 the Proposer for any costs incurred in preparing and submitting proposals or anticipating a contract. Furthermore, HCPS may:

• evaluate the Proposer’s past performance with HCPS and other customers.

• issue a subsequent solicitation or contract for the same commodities and contractual services.

• cancel, reject, or reissue this solicitation at any time throughout the solicitation process.

• remedy or waive minor irregularities or solicitation errors.

• amend the scope of work as deemed in HCPS’ best interest and at HCPS’ sole discretion.

• appoint an evaluation committee and/or utilize technical experts to review the proposals.

• approve or disapprove the use of any subcontractor and supplier.

• award a contract to one or more (or none) of the Proposers.

• accept proposals other than the lowest-priced.

• award a contract without discussions or negotiations.

• disqualify the Proposer whose proposal is found to be in collusion, which serves to defraud or commit other illegal practices.

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

If applicable, see the 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 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 RFP or a related document(s) may submit a written request for clarification 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, select "active bids," search for this RFP, and download the document(s). Downloading the document will enter your email address as a participant and provide notifications and updates for this RFP. Before submitting the proposal, the Proposer must determine whether the addenda was issued via VendorLink and, if so, download and respond accordingly to such addenda.

2.3 PROPOSAL SUBMITTAL

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The Proposer is solely responsible for the on-time delivery of the proposal solely via VendorLink. No mailed hard copies or emails will be accepted. HCPS will not review nor acknowledge receipt of proposals before the due date and time.

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

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

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

2.3.2 Responsive Proposal. A responsive proposal meets this RFP's requirements, including providing 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 non-responsive.

2.3.3 Uploaded Proposal Format. The proposal must be electronic and organized 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.

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

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

2.3.6 Missing Attachments/Documents. The proposal must include all required attachments and requested documentation. HCPS will neither review 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 proposal evaluation. 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 the Proposer’s spam folder.

2.3.7 Signatures. An officer or employee with the authority to bind the organization must sign the proposal in ink or digitally.

2.3.8 Public Inspection of the Proposal. HCPS will provide the 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 the 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 initiate such legal proceedings in a timely manner 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.

2.3.9 Trade Secret. If applicable, all “trade secret” information submitted in response to this RFP shall comply

Hillsborough County Public Schools Page 10 of 47 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 apply 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.

2.3.10 Joint Proposal. HCPS will recognize a single Proposer as the primary contractor should multiple proposers submit a joint proposal in response to this RFP. 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 for services performed to the prime contractor.

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 Department 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, without limitation, the right to:

• prefer to contract with the Proposer(s) that fully complies with the provided terms and conditions stipulated in this RFP. However, a proposal with alternatives may be considered after the allowance for any deviations. HCPS cautions the 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 receiving adequate 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 their 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 the proposals based on the stated summarized Weighted Criteria. The award method 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

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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

Submitted Proposal. All documents are submitted in the prescribed format and with the appropriate signatures and documentation.

Tab 1. Scope of Work Tab 2. Proposer Instructions Tab 3. Qualifications and Experience Separate Documents: If the box is checked, the Proposer must ensure to submit the signed separate documents.

☒ Appendix A: Substitute W-9

Pass/Fail

Tab 1. Scope of Work. This section shall provide HCPS with information regarding the Proposer’s understanding of the required scope of work (tasks and service levels) and their ability to provide the commodities and contractual services as stated in this RFP.

Tab 3. Qualifications and Experience/Required Forms and All Signatures. This section shall provide HCPS with information regarding the Proposer’s experience and qualifications with the related commodities and contractual services and their abilities.

Tab 4. Business Reference Forms. The Committee will rate the quality of the business references. 5

Tab 5. Cost/Value. 35

Tab 6. Utilization of HCPS-Registered Small Business Enterprises.

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 completing this phase, the Committee will re-evaluate, re-rate, and re-rank the remaining proposals based on 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 an agreement is reached or the process is terminated. 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 this RFP. If this should occur with the highest-ranked proposal(s), priority for the award shall be given to vendors in the following sequence:

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• 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 the proposals received. The Proposer is cautioned to make no assumptions unless their Proposal has been evaluated as responsive. Any or all award(s) made because of this RFP 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 proposals submitted in response to this RFP 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 RFP 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. HCPS deems the provisions of the awarded proposal acceptable, 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 Agreement term to meet HCPS' needs promptly.

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

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 Board’s View Current Agendas page link:

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

2.6 PROTEST

A Proposer who wishes to file a bid 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 § https://go.boarddocs.com/fl/sdhc/Board.nsf/Public

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120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

2.6.1 Purchase Order. An award by the Board does not constitute an order. The Awarded Vendor must receive an HCPS purchase order before providing 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.

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL

A signature acknowledges that the Proposer has read the above Section and agrees to comply with the terms and conditions.

Vendor Name

Signature of Proposer’s Authorized Official Date

[INTENTIONALLY BLANK.]

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TAB 3. QUALIFICATIONS AND EXPERIENCE

3.1 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. The Proposer must provide the number of technical personnel employed and how many will be available to support HCPS.

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

3.1.1 Additional Requirements. With your Proposal, provide a detailed description of the :

• proposed solution, including how it meets the requirements outlined in the scope; and

• project plan that outlines the scope of the project, timelines, and milestones; and

• Contractor's experience in providing similar solutions in scope and size, including references; and

• Contractor's approach to full life cycle management of devices, including configuration, deployment, asset management, support, and asset disposal.

• process and methodology of device reclaim at the end of the term.

3.2 MINIMUM QUALIFICATIONS

The Proposer must provide, with the proposal, proof that they meet the following minimum qualifications. A Proposer submitting a proposal that fails to meet the minimum qualifications will be deemed “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: Each item marked as “Exception” requires further explanation from the Proposer.

3.2.1 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

3.2.2 Specific Experience. The bidder must have proven scale and scope of services to meet bid requirements. Must have four (4) years of demonstrated experience in like or larger DaaS deployments.

__ Agreed / __ Exception

3.2.3 Repair Staff. Repair staff must have product certifications. Provide evidence with your proposal.

__ Agreed / __ Exception

3.2.4 Authorization To Do Business In The State of Florida. Unless the Contractor solely provides commodities via mail, foreign corporations and limited partnerships must provide proof of authorization to do

Hillsborough County Public Schools Page 15 of 47 business in Florida. Domestic corporations must be active and in good standing in Florida. The Proposer must provide proof of registration on www.sunbiz.org.

__ Agreed / __ Exception

3.2.5 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, including but not limited to higher costs for the same services and bidding costs (if necessary).

E-Verify #: _______________________________________________________

__ Agreed / __ Exception / __ Does not employ State of Florida workers.

3.2.6 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 to maintain the required insurance will constitute a material breach, entitling HCPS to terminate this Agreement for default immediately. See Appendix A. Insurance requirements.

__ Agreed / __ Exception

3.2.7 Subcontractors. The Contractor shall serve as a prime contractor and shall be responsible for all actions taken by its subcontractors. It shall bear all liability for the subcontractors’ actions under the Agreement. HCPS must pre-approve each subcontractor and follow all of the Contractor’s requirements. All Contractor’s requirements and references to the Contractor herein shall apply to all HCPS-approved subcontractor(s). The subcontractor includes any organization the Contractor utilizes to provide commodities and contractual services subject to the Agreement. The Contractor must notify HCPS for prior approval regarding using or replacing any subcontractor. If applicable, list all subcontractors:

__ Agreed / __ Exception / __ Not Applicable

3.3 LIST OF SUBCONTRACTORS TO BE UTILIZED UNDER THE AGREEMENT:

1.

2.

3.

4.

5.

3.4 INSURANCE REQUIREMENTS (UPON AWARD)

Upon receipt of a notice of intent to award, at their 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 to maintain the required insurance will constitute a material breach, entitling HCPS to terminate this Agreement for default immediately.

3.4.1 Workers’ Compensation and Employers’ Liability. Per Chapter 440, Florida Statutes, the Contractor must comply with all State of Florida Division of Workers’ Compensation requirements. The Workers’

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Compensation insurance coverage (inclusive of any amount provided by an umbrella or excess policy). Coverage shall be for all its employees connected with the services of this Agreement. Unless insured by the Contractor, the Contractor shall require its subcontractors similarly to provide Workers’ Compensation Insurance for all subcontractor employees.

If the Contractor is exempt from or does not have Workers’ Compensation insurance, the Hillsborough County Public Schools’ Hold Harmless Form must be signed, notarized, and forwarded to Procurement Services.

• Employers’ Liability/Accident $100,000

• Disease Policy Limit $500,000

• Disease Each Employee $100,000

3.4.2 Commercial/General Liability Insurance (Occurrence Form Only). If marked, the Contractor must maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury, property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms, and conditions of coverage must be maintained during the term of this Agreement.

• General Aggregate $1,000,000

• Each Occurrence $500,000

• Products/Completed Operations Aggregate $500,000

• Personal and Advertising Injury $500,000

• Damage to Rented Premises [Fire Legal Liability] $50,000

• Medical Payments $5,000

THE CONTRACTOR MUST LIST HILLSBOROUGH COUNTY PUBLIC SCHOOLS, 901 E. KENNEDY BLVD., TAMPA, FL 33602, AS “CERTIFICATE HOLDER” AND “ADDITIONAL INSURED” ON THE SUBMITTED CERTIFICATE OF

INSURANCE.

3.4.3 Auto Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer) or equivalent. However, automobiles that stay on public roads and parking lots only need insurance, as the State of Florida requires them to operate on public roadways.

Description Minimum Limits Bodily Injury [per person/accident] $500,000 Personal Injury Protection (No Fault) $10,000 Property Damage $500,000 Hired – Non-Owned Liability $500,000 Medical Payments $5,000 Combined Single Limit [in lieu of above split limits] $1,000,000

Out-of-state employers must notify their insurance carrier that they are working in Florida. If there is no insurance, the out-of-state employer must obtain a Florida Workers’ Compensation Insurance policy with a Florida-approved insurance carrier, which meets the requirements of Florida law and the Florida Insurance Code.

3.4.4 No Waiver of Sovereign Immunity. Nothing herein contained shall be deemed or construed as a waiver of sovereign immunity as provided by § 768.28, Florida Statutes, by any agency or political subdivision to which sovereign immunity may be applicable.

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3.5 REQUIRED FORMS

3.5.1 Statement Of Qualifications. Provide written responses to the following questions. If the answer to any of the questions is “Yes,” the Proposer shall describe fully the circumstances, reasons, therefore, the status, and ultimate disposition of each matter that is the subject of this inquiry. If additional space is needed for any question, please attach it to this document.

Has the Proposer been declared in default of any contract?

__ Yes __ No: Has the Proposer forfeited any performance bond payment issued by a surety company on any contract?

__ Yes __ No: Has an uncompleted contract been assigned by Proposer’s surety company on any payment of performance bond issued to Proposer arising from its failure to discharge all contractual obligations…