25057-RFP-MST_Custodial_Supplies_Addendum_1.pdf

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

Superintendent Van Ayres

PROCUREMENT SERVICES

ADDENDUM TO COMPETITIVE SOLICITATION

September 26, 2025

Competitive Solicitation No. and Name: 25057-RFP-MST Custodial Supplies

Addendum #: 1

NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS

The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.

1. Questions and Answers

The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.

Question Answer Is an online ordering system a requirement for this bid?

Yes.

Can you confirm the annual volume of cases purchased for your current foam antimicrobial hand soap (item #4)

About 5,000 cases annually.

Hi HCPS Team, Will HCPS accept an alternate proposal referencing a cooperative State contract?

Yes, however, it is the submitting vendor's responsibility to complete the market basket and price sheet.

Do you have estimated annual usage for each item? Please see attachment, 21044-MST-EJ Tabulation.

Can you provide annual estimated usage for each item?

Please see attachment, 21044-MST-EJ Tabulation.

On Lines 31 and 32 (Multiple Station Dilution System and Single station dilution system). I see that these are non- proprietary, but is there a brand for the non- proprietary system that you currently use?

*Everything found is "Proprietary".

Dema is the current manufacturer that we are using, we are open to receiving solicitations to use other companies that the bidder would like to use.

Would Hillsborough County Public SD allow for an extension to the due date?

The deadline for proposal submissions is Thursday, October 9, 2025, at 3:00 PM EST.

I see numerous previous awards for custodial type products. Which previous awards should i pull to get the last awarded pricing for this commodity.

thank you

21044-MST-EJ Custodial Chemicals and Services.

Is this bid an all or nothing? Our goal is to award one vendor.

Hillsborough County Public Schools Page 2 of 5 25057-RFP-MST Custodial Supplies

For the bid delivery, would we be delivering to a central warehouse for most, or would we be delivering to each individual school?

To each school.

For item #1, the roll towels…Can you please provide the mfg. item # off the box of what you’re wanting so we can bid the exact item you’re requesting?

Please see the attachment, Current Custodial Information.

For item #8, Can you provide the exact mfg. item # for this dispenser?

Please see the attachment, Current Custodial Information.

Hi, could you please provide the previous bid tabulation for this bid title?

Please see attachment, 21044-MST-EJ Tabulation.

Since this is a RFP, may we offer various items for same Line item?

Yes.

CPI- possible to remove this clause? The CPI is not used,followed by most mfgs as it does not reflect all aspects of cost factors; imported raw materials, tariff, transportation and pkg costs,etc. Instead, could you add language to allow mfg increase letters/documentation ?

Provide the information in the bid response. Please see section 2.3.2.

if we choose to respond with a cooperative/ solicited bid, will HCSB comply with T&C of said cooperative ?

Pricing is typically not firm for a full year for all mfgs.

You would need to accept price changes as they occur.

Yes.

May we state a minimum order per delivery ? Yes, but it is discouraged.

page 30, SOW, is this required for this RFP? No.

Is there a Termination Clause for me, the contractor

Yes, please respond in the bid proposal.

Does the Force Majeure cover changes in Tariffs? Force Majeure applies in situations where a product becomes unavailable.

pg 4, #2, last excerpt; Services include... if you will be ordering online, do you still want an inventory management solution ?

Please outline the offerings available for the District in your proposal.

Will the county consider a "Cost + X%" pricing structure as opposed to "List Down"? Many manufacturers don`t have MSRPs which means vendors end up creating arbitrary "List Prices" themselves which vary from vendor to vendor. As a result, one vendor`s "40% off List" can result in higher prices than another vendor`s "36% off List". In addition, manufacturers that do provide MSRPs differ greatly in how much they add onto the cost of an item. Some provide MSRPs that are incredibly high, others provide MSRPs that are not much higher than cost. Since vendors are required to offer one "% off List" for categories that contain a wide variety of manufacturers, they are required to be conservative and pad their "% off" to ensure profitability regardless of what is purchased. Providing a "Cost + X%" structure allows us to quote items aggressively without accounting for variance in "List" and ensure

Yes.

Hillsborough County Public Schools Page 3 of 5 the county gets the best possible pricing. Would this structure be considered?

item 4 soap, please share the mfg and item # currently using. Need to know if refills will fit existing dispensers

Please see the attachment, Current Custodial Information.

items 5 and 6, Can Liners, would you consider Low Density Liners to avoid the zippering/tearing that my occur with your current high density liners ? Low Density offers clear liners .

Yes.

chemicals, some line items state, must provide labels in English and Spanish. Is this due with the bid or if awarded ?

Not due with the bid.

Estimated annual usage for all items - can you pls supply this ?

Most necessary to get best costs from mfgs.

Please see attachment, 21044-MST-EJ Tabulation.

possible to share the count of dilution control systems that you have, currently ?

Multiple station and Single stations .

HCPS is unable to provide this information.

item 36 states minimum size, 6 gallon with side press wringer. is the bucket capacity correct ?

Yes, it's a six-gallon bucket.

item 44, will you accept a 4wheel dolly if it withstands 250#?

Yes.

gloves, items 144-147. Line 148 states,"cost price markup cannot exceed 15%" does this apply to the gloves ?

do we not quote this with a discount off of List Price, like other items ?

Cost Plus Mark-up applies to items that are not listed.

Can you please provide manufacturer part numbers, unit of measure quantity, as well as annual usage?

Please see the attachment, Current Custodial Information.

Can you please share what percentage of your annual spend the market basket represents?

80/20.

Kindly provide us with the previous tabulation sheet for the bid.

Please see attachment, 21044-MST-EJ Tabulation.

Will the resulting contract require mandatory purchases through this agreement, or will school districts retain the ability to procure products outside of the contract?

The school district will retain the ability to procure products outside of the contract.

2.3.2 you replied to my question about removing the CPI clause with, "Provide the information in the bid response, please see section 2.3.2" What does this mean?

Asking if you can remove this CPI clause and maybe add language to allow mfg increase letters/documentation instead. Pls reply.

Exceptions must be clearly noted in the bid response.

Hillsborough County Public Schools Page 4 of 5

Asked if there is a Termination Clause in your bid specs, for me, the Contractor. I see a termination clause for you HCSB but not for the Contractor.

your reply was " yes, pls respond in the bid proposal" What does this mean?

if there is a Termination clause for me - can you pls provide the Section # ?

Please respond with your termination clause in your bid response.

I see the 21044-MST-EJ Tabulation but there`s not a total usage on there. do you have that available?

Please look at the QTY column.

Do you have an annual usage for items 144, 145, 146, and 147?

Not at this time.

In reviewing this portal, are there instruction on how to submit (where do we go to submit documents)

The bid submission instructions are detailed in the RFP. All required documents are uploaded to VendorLink. It is the proposer's responsibility to download and submit documents through VendorLink.The bid submission instructions are detailed in the RFP. All required documents are uploaded to VendorLink. It is the proposer's responsibility to download and submit documents through VendorLink.

Page 16, 5.1.6 references section 3.5 BUSINESS REFERENCE FORMS but page 18 stops with 5.3.4.

Page 19, starts with 5.4 states BUSINESS REFERENCE

FORMS.

Please submit Business Reference forms from section 5.4.

. How will the school district evaluate discounts when there could be varying list prices across distributors?

Or is the market basket being used for evaluation purposes?

The Market Basket is being used for evaluation purposes.

for line 1 universal roll paper towels, I see the description is 700ft length range, 1.9 core size range, 1ply, 6-8 rolls per case minimum. Can we quote a standard 800ft universal roll towel as long as it fits in the universal hand towel dispenser that`s in line 7? It should fit in most universal roll towel dispensers.

Yes.

If there are bid terms and conditions the Vendor may not be able to agree to, will HCPS allow the Vendor to include clarifications or exceptions as part of its bid submission?

HCPS will review any exceptions.

If there are insurance requirements that the Vendor may not be able to agree to, will HCPS consider exceptions to insurance terms and conditions?

No.

Is there a minimum number of Market Basket items that Vendors must bid on in order to be considered for award?

No.

Is there a minimum number of Market Basket items that Vendors must bid on in order to be considered for award?

No.

Hillsborough County Public Schools Page 5 of 5

Multiple and Single station dilution systems. Can you pls share how many of each are in use? Does HCSB own the stations or were they provided by current supplier ?

Do not have the number of stations and HCPS owns the systems.

multiple and single dilutions systems - pls share what type systems are being used

HCPS has various systems throughout the district.

not all questions have been answered, pls review Questions will remain open until September 25, 2025, at 12:00 PM. Once they are closed, the remaining questions will be reviewed and answered.

Can we quote Universal and Proprietary Paper products in our Proposal?

The Proprietary benefit will include no charge dispensers and installation which is why I am asking.

If we can, do I just include this in the additional notes section of the RFP?

Yes.

Page 5, 2.5.1 regarding the catalog - are you requesting all items we sale or more of an order guide upon award?

An order guide upon award.

Page 7, 3.1 - You are requesting SDS sheets and descriptive literature on all "alternate" items it quoting other than specified brand. If you did not specify a brand, are the items we quote considered alternates and require the above? Or if no brand is specified we are able to quote our items and not have to include the SDS sheets and literature?

SDS sheets are for alternate brands and if no brand is specified.

Page 3, Question asks "Is your company registered with the HCPS Office of Supplier Development, are you referring to the Vendor Registration Form that we will submit with the bid or is that something different. If different, where do we go to register?

The Office of Supplier Development (OSD) is a separate entity and not the same as the Vendor Registration Form. Please follow the link below to the OSD website https://www.hillsboroughschools.org/o/hcps/page/office-of-supplier-development.

This Addendum shall be construed and governed by the laws of the State of Florida.

Sincerely, Erika James, Senior Procurement Officer

THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR

BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.

1. Questions and Answers