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

September 12, 2025

REQUEST FOR PROPOSALS

25057-RFP-MST: CUSTODIAL SUPPLIES

September 12, 2025

Per Rule 6A-1.012, F.A.C., Hillsborough County Public Schools (“HCPS” or the “District”) hereby issues this competitive solicitation to receive written proposals from all qualified Proposers interested in providing the commodities and services generally described herein and as specified in the “Scope of Services” of this solicitation document.

The successful Proposer(s) shall demonstrate by their qualifications, experience, availability, approach, and work plan that they will best serve the overall needs of HCPS. The proposals should be prepared per the solicitation instructions and will be evaluated by HCPS as stated in the evaluation section of this document. HCPS reserves the right to waive any formalities, reject all proposals, or re-advertise this competitive solicitation for these commodities and contractual services. HCPS may withdraw all or part of this solicitation at any time to protect the interests of HCPS. 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.

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 contractual services must be received in writing via VendorLink no later than the last day for technical questions.

Thursday, September 25, 2025, at 12:00:00 PM EST

Proposal Due Date. Thursday, October 9, 2025, at 3:00:00 PM EST Estimated Award Date. December 9, 2025

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 vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation. HCPS may disqualify a Proposer for failure to comply with this condition.

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

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.

Lobbying/Cone of Silence. Per policy 6320, Procurement: web.hillsboroughschools.org/policymanual/detail/556, prohibits any communication regarding an active competitive 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 the competitive solicitation until the Agreement is awarded by the Board.

http://www.myvendorlink.com/

Hillsborough County Public Schools Page 2 of 43 Request for Proposals: 25057-RFP-MST: Custodial Supplies

TABLE OF CONTENTS

1 CONTACT INFORMATION & CERTIFICATION

2 SCOPE OF SERVICES

3 PRICE SHEET

4 PROPOSER INSTRUCTIONS

5 QUALIFICATIONS AND EXPERIENCE

6 REQUIRED FORMS

7 STATEMENT OF WORK (“SOW”)

8 GENERAL TERMS AND CONDITIONS

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1 CONTACT INFORMATION & CERTIFICATION

The Proposer must supply the information listed below for consideration. In case of a dispute or further clarification, please provide your representative’s contact information. The General Manager of Procurement Services shall serve as HCPS’ representative.

Local Contact Information

Account Representative Name

Title

Local Address

Phone Number

Cell Phone Number

Email Address

Fax Number

Signature of Owner or Authorized Officer

X

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 or ☐ Fax ☐ Yes ☐ No. Is the vendor exempt from Workers’ Compensation? If yes, attach proof of exemption.

☐ Yes ☐ No. Is your company registered with the HCPS Office of Supplier Development?

☐ Yes ☐ No. Is your company a small business enterprise certified with any of the following agencies?

☐ City of Tampa ☐ FL. Statewide & Inter-Local Certification ☐ Hillsborough County BOCC ☐ Florida State Minority Supplier Development Council ☐ City of St. Petersburg

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2 SCOPE OF SERVICES

HCPS is seeking proposals for Custodial Supplies. The items below are a general description and does not limit the array of goods to be purchased. Additionally, HCPS would like an option to include a digital catalog system permitting HCPS to make web-based purchases and receive delivery of:

• Cleaning supplies and chemicals, including general-purpose cleaners, restroom cleaners, disinfectants, institutional products, and floor care products; and

• Janitorial equipment, including scrubbers, floor machines, vacuums, rider sweepers, steam cleaners, sanitizing and electrostatic sprayers, disinfectant foggers, UV disinfection lights, supplies, and accessories; and

• Consumable items, including facial tissue, toilet tissue, dispensers, towels, liquid soap, foam soap, hand sanitizer, and antibacterial wash; and

• Facility and sanitary maintenance products, including brooms, mops, brushes, trash receptacles, and liners; and

• Breakroom supplies, including paper or tissue products and cleaners; and

• Safety supplies, including gloves, masks, goggles, face shields, disposable aprons, and signage; and

• Janitorial or custodial-related software, applications, or platforms solely for the purchase of the above commodities; and

• Customer support, training, or assessment services related to the purchase of the above commodities; and

• The Contractor must provide a yearly report showing previous purchases to establish a revised market basket for the subsequent term. The market basket shall afford the maximum commodity discounts available to HCPS, representing no less than 80% of the previous year’s expenditure.

• Services include custodial supply management, inventory control systems and training at district schools and sites. Please explain your systems.

The Proposer may include related equipment, accessories, and services to the extent that these solutions are complementary to the equipment, products, or service(s) being proposed.

The Proposers may choose to offer a materials-only solution, a turn-key solution, or an alternative solution.

2.1 Changes In The 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 contractor may make no changes related to the scope of services, 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 services under the agreement, constitutes a material change, or will otherwise require additional compensation, 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 agreement scope, 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 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.

2.2 Estimated Expenditures. HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. The costs of commodities and contractual services paid under any other agreement or from any other source are not eligible for reimbursement under the Agreement. Historically, HCPS expenditures for similar commodities and services amount to $4,459,143.00 (97.01%) from state and local sources, with $133,416.00 (2.99%) federally funded.

2.3 Agreement Terms/Renewals. The “Initial term” of the Agreement with HCPS is for approximately one (1) year, with automatic renewals of up to four (4) consecutive 1-year terms unless terminated sooner. The “Effective Date” of

Hillsborough County Public Schools Page 5 of 43 the Agreement shall begin upon the next business day following the award by the Board and shall terminate on the last day of the month of the first anniversary.

2.3.1 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.

2.3.2 Price/Rate Provision. HCPS will consider amending prices/rates on each anniversary date or due to significant economic changes. Should the Contractor request a price increase, all pertinent data must be submitted to provide a well-justified claim and may not exceed prices as determined by the Consumer Price Index for All Urban Consumers (CPI-U) for Tampa-St. Petersburg, Clearwater, published by the U.S. Bureau of Labor Statistics, adjusted for the prior 12-month period using the first-published CPI for the month immediately preceding the month of the contract renewal request or the affected Producer Price Index. Once agreed by the parties, in writing, the Contractor must allow thirty (30) days before enacting the revised prices. Any orders placed before the agreed change must be fulfilled at the previous prices and rates.

2.4 General Requirements

2.4.1 Safety Requirements. All proposed commodities must comply with current applicable safety or regulatory standards or codes.

2.4.2 Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.

2.4.3 New Equipment and Products. The proposed equipment and products must be a new, current model;

however, the Proposer may offer certain close-out equipment or products if it is specifically noted in the Pricing proposal.

2.4.4 Delivered and Operational. Unless noted in the proposal, equipment and products must be delivered to HCPS as operational.

2.5 Specific Requirements. Manufacturers' or vendors’ catalog numbers, trade names, etc., where shown in this competitive solicitation, are for descriptive purposes to guide the Proposer in interpreting the standard of quality, design, and performance desired, and shall not be construed to exclude proposals based on furnishing other types of materials. However, any substitutions or departures proposed must be clearly noted and described; otherwise, it will be understood that the Proposer intends to supply the items mentioned in this competitive solicitation. Packaging cartons must be consistently marked and branded. A variety of branded cartons shall not be accepted.

It shall not be assumed that members/receiving locations have forklifts for unloading. In the event that no forklift is available, the commodities must be unloaded by the Contractor at no cost to the HCPS. Delivery is F.O.B. Destination Freight Prepaid and Allowed. The Contractor shall solely be responsible for all shipments and freight charges to the ordering school or department. Products shall be delivered on pallets that are non-returnable. The size of the pallet shall not exceed 48″ x 36″. Weight of individual pallets and materials not to exceed 2,100 pounds. The overall height of the pallet and material shall not exceed five (5) feet. Cartons on pallets shall be clearly marked with identification information facing outward to permit ready identification of the material.

2.5.1 Required Sample. A catalog containing each item for consideration shall be submitted with the proposal. Sample items may be requested for inspection for quality before awarding the proposal. Any sample cartons must include the supplier's name, item, and/or stock numbers. Failure to submit this catalog shall cause proposal rejection.

2.5.2 Delivery. The Proposer should state the best delivery time in number of working days from receipt of PO to delivery to school or warehouse locations.

2.6 Necessary resources. HCPS identifies, below, resources that are necessary to complete each task that includes labor, equipment, or materials (this list is non-exhaustive):

• Online ordering services with the ability to segregate approved items.

• Access to on-site consulting services to provide information regarding best practices.

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2.7 Customer Service. Please describe your company’s processes to ensure customer satisfaction.

Please explain your custodial supply management systems, inventory control methods, and training plan.

2.8 Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL:

The signature below acknowledges that the Proposer has read the above Section 2. Scope of Service thoroughly before submitting the Proposal, will fulfill the applicable obligations per the above terms and conditions and is submitting without collusion with any other individual or firm.

Contractor Name

Signature of Proposer’s Authorized Official Date

Name and Title of Proposer’s Authorized Official

[INTENTIONALLY BLANK.]

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3 PRICE SHEET

See separate documents titled: 25057-RFP-MST Custodial Market Basket and 25057-RFP-MST Custodial Supplies Pricing Sheet

3.1 Alternate Brands/Specifications. Unless otherwise specified, brands and specifications referenced in this competitive solicitation are meant to establish a minimum standard of quality only. The Proposers may propose brands/specifications they consider to be equal by specifying the brand(s)/specifications and inserting the brand name(s), model number(s), etc. on which they are proposing. The proposals offering “equal” products/specifications will be considered for award if such products are clearly identified in the proposal and are determined by the HCPS to meet or exceed fully the minimum essential specifications and characteristics referenced in this competitive solicitation. proposals that contain products/specifications that fail to meet the minimum essential requirements shall be rejected. The Proposers who propose alternate brands/specifications must enclose descriptive literature with their proposal so that the equality can be verified. Failure to enclose sufficient literature may result in a non-responsive proposal. If the brands are not changed, the successful Proposer shall be required to deliver the brands/specifications stated in this competitive solicitation.

Vendor must submit Safety Data Sheets (SDS) for all alternate brands and chemicals.

3.2 Training. All prices must include training services in proper and safe use of purchased items provided by the Contractor as needed by HCPS and any required safety documentation.

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL:

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4 PROPOSER INSTRUCTIONS

This solicitation will comply with all applicable HCPS policies and federal, state, and local laws and regulations. HCPS reserves the right to qualify proposals that HCPS deems to meet the qualifications listed in this solicitation. HCPS, at its sole discretion, reserves the right to cancel, recall, or reissue all or parts of this solicitation, 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 solicitation. This solicitation does not obligate HCPS to enter into a contract or reimburse any Proposer for costs incurred in preparing and submitting a proposal or anticipating 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 by a proposer.

4.1 Definitions.

The following terms shall have the following meanings.

4.1.1 Addenda/Addendum. HCPS written or graphic instruments posted to www.myvendorlink.com before the solicitation opening date to supersede or modify this solicitation by addition, deletion, correction, or clarification.

4.1.2 Agreement. Unless a separate document is provided for signature by the Parties, the Agreement shall include this solicitation, attachments, appendices, all related addenda, and answers to questions via www.myVendorLink.com, the Proposal, all mutually agreed-upon amendments, and subsequent renewals covering the provision of commodities and services as outlined herein.

4.1.3 Commodities. Commodities shall mean any of the various supplies, materials, goods, merchandise, food, equipment, information technology, and other personal property, including a mobile home, trailer, or other portable structure that has less than 5,000 square feet of floor space, purchased, leased, or otherwise contracted for by HCPS.

4.1.4 Contractor. The Contractor shall mean any business entity awarded by the Board or approved by HCPS’ Procurement Services Department under a Proposal submitted by that organization in reply to this solicitation.

4.1.5 Default. The omission or failure to fulfill a duty, observe a promise, discharge an obligation, or perform as agreed.

4.1.6 Florida Statutes. The codified, statutory laws of the State of Florida.

4.1.7 Procurement Officer shall serve as the primary HCPS representative for this solicitation.

4.1.8 Proposer. The Proposer shall include a vendor that submits a proposal in response to this competitive solicitation.

4.1.9 Renewal. A contract renewal extends or continues an existing contractual agreement between the parties beyond the original expiration date.

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4.1.10 Request for Proposals (“RFP”). A written solicitation for competitive sealed proposals. The request for proposals is used when it is not practicable for HCPS to specifically define the scope of work for which the commodity, group of commodities, or contractual service is required and when HCPS is requesting that a responsible vendor propose a commodity, group of commodities, or contractual service to meet the specifications of the solicitation document.

4.1.11 Responsible Proposer/Bidder. A supplier with the integrity and reliability, as well as the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.

4.1.12 Responsive Proposal/Bid. A bid, proposal, or offer that fully conforms in all material respects to the solicitation and its requirements, including all form and substance.

4.1.13 Services. An agreement calling for a contractor’s time and effort. The furnishing of labor, time, or effort by a contractor or supplier may involve, to a lesser degree, the delivery or supply of products.

4.1.14 Superintendent. Superintendent shall mean the District’s superintendent or designee. For this solicitation, the General Manager of Procurement Services will serve as the designee.

4.1.15 Vendor. A seller of goods or services whereby the exchange is solely transactional.

4.2 Pre-Proposal Conference/Site Visit (“Conference”)

If applicable, see the cover sheet. 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 solicitation has been issued to allow Proposers to familiarize themselves with this solicitation, but sufficiently before the due date to enable the 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.

4.3 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 solicitation, 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.

4.3.1 Questions. A proposer with additional questions regarding this solicitation 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 solicitation, received by any method other than an addendum issued in conjunction with this solicitation, is not binding on HCPS. In the event of a conflict between this RFP and any subsequent addendum, the most recent addendum issued will prevail.

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

4.4 Proposal Submittal

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

Lobbying/Cone of Silence. Board Policy #6320: The Cone of Silence prohibits any communication regarding an active solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party, unless permitted in this section. Any Board member, the Superintendent, Evaluation Committee Member, or any HCPS

Hillsborough County Public Schools Page 10 of 43 employee is prohibited from having any communications concerning a solicitation for an active competitive procurement during the Cone of Silence period. Any party, representative, or lobbyist of that party is prohibited from having any communications concerning an active solicitation for a competitive procurement with any Board member, the Superintendent, any Evaluation Committee Member, or any other HCPS employee during the Cone of Silence period, regarding a solicitation for a competitive procurement. Communication by any party, representative, or lobbyist of that party, regarding an active solicitation found to violate this section may result in the rejection of their proposal and may include further sanctions. Any communications, including but not limited to matters of process, procedure, or protest, must be submitted in writing and directed to the assigned procurement officer. The Cone of Silence period shall take effect and remain in effect from the time of the solicitation's release until the Board awards the contract. At the time of issuing the solicitation, the Superintendent or designee shall provide public notice of the Cone of Silence and include this notice in any advertisement or public solicitation for commodities and contractual services, stating the requirements of this section. Unless expressly provided otherwise in the applicable solicitation document, the Cone of Silence does not apply to:

• Oral communications at the pre-proposal or pre-bid conference.

• Communications during evaluation committee meetings, including presentations, demonstrations, or interviews.

• Oral communications during any duly noticed Board meeting.

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

4.4.2 Questions/Due Date Extension. HCPS reserves the right to amend this solicitation’s due date via VendorLink before the posted initially due date.

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

4.4.4 Responsive Proposal. A responsive proposal meets this RFP's requirements, including providing all necessary documentation, supporting exhibits, submitting on time, and obtaining all required signatures. HCPS is not responsible for discrepancies or inconsistencies in the submitted proposal. HCPS may reject any proposal it deems non-responsive. Failure to comply with these requirements may result in HCPS deeming the proposal non-responsive.

4.4.5 Uploaded Proposal Format. The proposal must be submitted electronically and organized to ensure 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 solicitation to which they pertain.

4.4.6 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 services shall fully comply with the specifications, terms, and conditions.

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

4.4.8 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 are directed to a Proposer’s spam folder.

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

4.4.10 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 of their proposal in response to this

Hillsborough County Public Schools Page 11 of 43 solicitation. HCPS will provide for the inspection or copying of any non-exempt portions of any proposal in its possession, as required 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 initiate such legal proceedings on time shall constitute a waiver by the Proposer of any applicable exemption or confidential status of the requested materials. By submitting a proposal in response to this solicitation, 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 records request, except for 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.

4.4.11 Trade Secret. If applicable, all “trade secret” information submitted in response to this solicitation must comply with §§ 119.07 and 812.081, Florida Statutes, and shall be submitted in a separate file, clearly labeled as such. 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.

4.4.12 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 to the joint proposal.

• Provide all necessary bonding and insurance requirements, execute the contract, complete the proposal, and assume overall accountability to resolve any disputes that may arise from the award. Only a single award with the submitting proposer shall be authorized by HCPS.

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

• Attend any required HCPS meetings, oversee the preparation of reports and presentations, and file notices of protest and final protests as described in this document.

• 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.

4.5 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, non-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 fully comply 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 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 the proposer’s most favorable terms.

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• cancel this solicitation 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, and 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.

4.5.1 Evaluation Phase 1. The Committee will rank 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 solicitation’s criteria, based on available point totals for each evaluation criterion, rather than a percentage factor. The Committee will evaluate proposals based on the criteria listed below. The requirements 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

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.

Qualifications and Experience/Required Forms and All Signatures. 35

This section shall provide HCPS with information regarding the Proposer’s experience and qualifications in the related commodities and contractual services and their abilities.

Cost/Value. 40

The price proposal shall be evaluated to determine the overall best value.

Small Business Encouragement Program (SBEP) 0 Utilization of HCPS-registered vendors. Based on the submitted information in the “SBEP Subcontractor Utilization Letter of Intent,” Procurement Services encourages a percentage of the projected dollar expenditures to be allocated to HCPS-registered OSD vendors. Points shall be allocated based on the percentage of total HCPS dollars under the Agreement: 1 point for each 10% of the funding to the HCPS-registered SBEP. Example: 0 points: 0% to 9%, 1 point:

10% to 19%, 2 points: 20% to 29%, 3 points: 30% to 39%, … No (zero) points are offered for federally funded solicitations.

4.5.2 Evaluation Phase 2 (Optional). A short list of proposers may be invited to provide Phase 2 presentations or respond to additional questions (via written, virtual, online, or phone means). For presentations, Proposers are encouraged to offer a multimedia presentation that includes, but is not limited to, additional discounts, answers to provided questions, a question-and-answer session, and a summary of their capabilities and industry advantages within the allotted HCPS time. All invited Proposers shall be allotted the same amount of presentation time. Upon completing this phase, the Committee will reevaluate, re-rate, and re-rank the remaining proposals based on the written documents, the oral presentation, answers to questions, and the best and final offer.

4.5.3 Negotiations. Procurement Services may negotiate the proposed terms, conditions, and rates with the highest-ranked Proposer(s) before submittal to the 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

Hillsborough County Public Schools Page 13 of 43 proposers after Phase 1. Negotiations continue simultaneously until a ‘best and final offer’ is reached, resulting in a satisfactory agreement.

4.5.4 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 Development 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 a more significant dollar award for other items within the bid.

• Business located in Florida.

• A flip of a coin.

4.6 Award

4.6.1 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 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 responsive. Any or all awards from this competitive solicitation shall conform to applicable HCPS, State of Florida, and Federal rules, regulations, and laws.

4.6.2 No Award. HCPS shall have the authority to reject any 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.

4.6.3 Rejection of All Proposals. According to §§ 119.07(1), Florida Statutes, and 24(a), Article I of the State Constitution, HCPS may reject Proposals submitted in response to this solicitation 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.

4.6.4 Contract. HCPS deems the provisions of the awarded proposal acceptable, and a best and final offer shall be incorporated into the award, making it legally binding.

4.6.5 Additional Awardees. HCPS reserves the right to award additional vendors throughout the Agreement term to meet HCPS' needs promptly.

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

4.6.7 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.

4.7 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

Hillsborough County Public Schools Page 14 of 43 hearing. If the Board prevails at the hearing, 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.

4.7.1 Purchase Order. An award by the Board does not constitute an order. The Contractor must receive an HCPS purchase order before providing any product or service. Shipments shall conform to the proposal form, specifications, and general instructions specified in the purchase order.

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL:

Hillsborough County Public Schools Page 15 of 43

5 QUALIFICATIONS AND EXPERIENCE

5.1 Minimum Qualifications

The Proposer must provide, with their proposal, proof that they meet the following minimum qualifications. A Proposer submitting a Proposal failing to meet the minimum qualifications will be deemed non-responsible and not evaluated.

The Proposer must demonstrate the validity of the stated documents as of the Proposal's due date. The proposer must meet the following minimum requirements. Please indicate below whether you meet the following minimum requirements. You must explain each exception. All marked Exceptions require further explanation from the Proposer.

5.1.1 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

5.1.2 Authorization To Do Business In The State of Florida. Unless solely shipping commodities, foreign (out-of-state) corporations and foreign limited partnerships must provide proof of authorization to do 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 unless the Contractor provides only commodities via mail.

Florida Department of State, Division of Corporations Registration Requirements. Vendors required to be registered with the Florida Department of State, Division of Corporations, or those incorporated within the State of Florida must provide their Florida document number and written documentation of “active” status. All registered Vendors must have an active status to be eligible to do business with HCPS. A Vendor doing business under a fictitious name must submit their Bid using the company’s complete registered legal name, i.e., ABC, Inc. d/b/a XYZ Company. To register with the State of Florida, visit. www.Sunbiz.org.

__ Agreed __ Exception

5.1.3 E-Verify. Per § 448.095, Florida Statutes, all employers within the state shall use the U.S. Department 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 utilize 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 constitutes a material breach of the Agreement, and HCPS reserves the right to terminate the Agreement at its sole discretion. The Contractor may be liable for all costs associated with HCPS securing the same services, inclusive, but not limited to, higher costs for the same services and bidding costs (if necessary).

__ Agreed __ Exception __ Does not employ more than 25 Florida workers.

5.1.4 Subcontractors. The Contractor shall serve as the prime contractor, shall be responsible for all actions taken by its subcontractors, and shall bear all liability for the actions of its subcontractors under the Agreement. The Proposer must identify each subcontractor in the Proposal. Each subcontractor must obtain HCPS’ approval and comply with all the Contractor’s requirements herein. All references herein to the Contractor apply to the subcontractor(s) as well. Subcontractor means any organization that the Contractor utilizes for the provision of commodities and contractual services subject to the Agreement. The Contractor must notify HCPS for prior approval as to the use of or replacement of any subcontractor.

__ Agreed __ Exception __ Not Applicable

Subcontractors to be utilized:

http://www.sunbiz.org/

Hillsborough County Public Schools Page 16 of 43

5.1.5 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 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 Contractor to maintain the required insurance will constitute a material breach entitling HCPS to terminate this Agreement for default immediately.

__ Agreed __ Exception

5.1.6 Business Reference Forms (Completed by the Referenced Customer). The Proposer must provide a minimum of three (3) of their largest clients or completed projects (filled in), preferably within the previous three (3) years. HCPS preferred references shall be in the following order: school districts, Hillsborough County, Florida-based references, and State of Florida-based references. Large municipalities or local governments, and the private sector. HCPS may contact these references during the evaluation process and may utilize information from other references to predict the Proposer's capability. Negative references, in HCPS’ sole discretion, may be cause for disqualification of the proposal or may affect the ranking. See section 3.5

BUSINESS REFERENCE FORMS.

5.2 Cover Letter

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

• 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 the Proposer during the solicitation process; and

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

5.3 Qualifications Summary

The Proposer shall provide a 2 to 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 consists of the following:

• Key Personnel. Identify key personnel and provide biographical information, including their resumes, detailing their backgrounds, expertise, and job descriptions. Additionally, a staffing plan should be provided, including key personnel, the number of dedicated team members, and the professional qualifications of these team members.

• Technical Staff. The 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, including equipment, vehicles, and any specialized

Hillsborough County Public Schools Page 17 of 43 skills relevant to the task.

5.3.1 Insurance Requirements. 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 Contractor to maintain the required insurance will constitute a material breach, entitling HCPS to terminate this Agreement for default immediately.

Workers’ Compensation and Employers’ Liability. Per Chapter 440, Florida Statutes, the Contractor must comply with all requirements of the State of Florida Division of Workers’ Compensation. The Workers’ Compensation insurance coverage (inclusive of any amount provided by an umbrella or excess policy). Coverage shall be provided for all employees of the parties connected with the services under the Agreement. Unless insured by the Contractor, the Contractor shall require its subcontractors to provide Workers’ Compensation Insurance for all subcontractor employees similarly.

If the…