25064-RFP-DST_Commercial_Plumbing_-_Student_Nutrition_Services_SNS.pdf

Superintendent Van Ayres

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

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

REQUEST FOR PROPOSALS (RFP)

FOR

25064-RFP-DST COMMERCIAL PLUMBING – STUDENT NUTRITION SERVICES (SNS)

February 18, 2025

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

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

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

Bid Broadcast Date. February 18, 2025 Last Day for Technical Questions. Technical questions regarding the solicited commodities and services must be received in writing via VendorLink no later than the last day for technical questions.

March 4, 2025, at 3:00:00 PM

Addendum Date. February 25, 2025 Proposal Due Date. March 18, 2025, at 3:00:00 PM Review Date. March 19, 2025 Estimated Award Date. May 6, 2025 Estimated Start Date. May 7, 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 current vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation.

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

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

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

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

http://www.myvendorlink.com/ mailto:corey.murphy@hcps.net

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

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1 CONTACT INFORMATION & CERTIFICATION

2 PROPOSER INSTRUCTIONS

3 SCOPE OF SERVICES

4 QUALIFICATIONS AND EXPERIENCE

5 REQUIRED FORMS

6 COST/VALUE

7 INSURANCE REQUIREMENTS

8 REQUIRED SUBMITTALS CHECKLIST

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1 CONTACT INFORMATION & CERTIFICATION

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

Local Contact Information

Account Representative Name Title

Local Address

Phone Number Cell Phone Number

Email Address Fax Number

X Signature of Owner or Authorized Officer Date

Corporate Information

Representative's Name Telephone Number

Company Name

Principal Place of Business Address

Remit-To Address (if different from above)

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

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

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

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

• City of Tampa,

• FL. Statewide & Inter-Local Certification,

• Hillsborough County BOCC,

• Florida State Minority Supplier Development Council, or

• City of St. Petersburg.

[INTENTIONALLY BLANK]

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2 PROPOSER INSTRUCTIONS

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

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

• reject any or all proposals; or

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

• cancel the entire solicitation; or

• remedy solicitation errors; or

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

• appoint an evaluation committee to review the proposals; or

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

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

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

• accept other than the lowest-priced proposal; or

• waive informalities and irregularities in the Proposals; or

• award a contract without discussions or negotiations; or

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

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

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

2.2 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

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

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

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

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2.3 PROPOSAL SUBMITTAL

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

2.4 EVALUATION PROCESS

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

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

and

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

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

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

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

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

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

Hillsborough County Public Schools Page 8 of 37 itemized with their respective weights for a maximum of 100 points. A proposer may receive the maximum points or a portion of this score depending on the merit of its proposal, as determined by the Committee.

EVALUATION PHASE I: DESCRIPTION WEIGHT

Section 3. Specifications/Scope of Work. 30 This section shall provide HCPS with information regarding the proposer’s understanding of the required scope of work (tasks and service levels). The proposer shall state whether they:

• can provide deliverables based on the required timeframe (ablity to respond to service calls and explain from where service technicans will be dispatched; and

• provide a timeline and milestone payment information for the completions of deliveraable; and

• identify proposer’s customer service producedue and internal policies.

Section 4 & 5. Qualifications and Experience. 30 This section shall provide HCPS with information regarding proposer’s experience and qualifications with the related commodities and contractual services and their abilities. The proposer shall state whether they:

• meet the minimum experience and requirements; and

• provide adequate business referenence; and

• employ adequate staffing requirements; and

• have ready access to resources to provide all contracal servies.

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

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

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

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

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

• Office of Supplier Diversity certified small business vendor.

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

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

• Florida-certified small/business.

• Business located in Hillsborough County.

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

• Business located in Florida.

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• A flip of a coin.

2.5 AWARD

2.5.1 Award by Group, Category, Area, or Item. As deemed to be in its best interest, HCPS reserves the right to make award(s) by individual item, group of items, all or none, or a combination thereof; on a geographical basis and on an HCPS-wide basis with one or more Proposals; to reject any or all offers or waive any irregularity or technicality in Proposals received. The Proposer is cautioned to make no assumptions unless their Proposal has been evaluated as being responsive. Any or all award(s) made because of this competitive solicitation shall conform to applicable HCPS, State of Florida, and Federal rules, regulations, and laws.

A Proposer may bid on one or more preferred areas. The Proposer may not split an area or bid on less than the total listing of facilities and schools for each area. HCPS reserves the right to change the number of schools within any geographic area during the contract period. Any additional school site shall be serviced at the same costs and rates as bid. Unless stated otherwise, HCPS awards certain “Areas” as defined below:

• AREA 1 – West. North to Pasco County Line, West to Pinellas County Line, South to MacDill AFB and East of I- 275, and South to Davis Islands. The area is normally defined by Drew Park, Citrus Park, MacDill Air Force Base, Downtown, Keystone, and Lutz.

• AREA 2 - Central. North to Pasco County Line, West to I-275, South to Gibsonton Dr., and East to US 301. The area is normally defined by Temple Terrace, Tampa Palms, Palm River, parts of Gibsonton, and the University of South Florida.

• AREA 3 - East. North to Pasco County Line, West to US 301, South to Manatee County Line, and East to Polk County Line. Normally defined by Plant City, Ruskin, Wimauma, Seffner, Riverview, Thonotosassa, Sun City Center, Boyette, Valrico, Durant, Mango, and parts of Brandon.

HCPS may contract with up to three (3) assigned vendors as “primary” vendors.” HCPS reserves the right to procure services from a backup contractor for any of the following reasons, without limitation:

• The Contractor cannot comply with the required timeline or performance level.

• The Contractor is not in compliance with the required timelines of current or previous projects.

• An HCPS emergency arises.

• It is in the best interest of the HCPS to do so.

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

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

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

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

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

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

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

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

2.6 PROTEST

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

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

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

2.7 GENERAL TERMS AND CONDITIONS FOR REQUEST FOR PROPOSALS

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

2.8 FEDERAL FUNDING

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

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

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL

A signature acknowledges that the Proposer has:

• thoroughly read the above Section 2; and

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

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

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

Vendor Name

Signature of Proposer’s Authorized Official Date https://go.boarddocs.com/fl/sdhc/Board.nsf/Public

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3 SCOPE OF SERVICES

3.1 HCPS’ CURRENT STATE WHY IS THIS NEW SERVICE NEEDED

The primary goal of this request for proposal is to ensure that Student Nutrition Services (SNS) has an independent hot water source that is not reliant on the hot water system for their school site. HCPS has currently identified fifty-seven

(57) Student Nutrition Services cafeterias that require renovations and/or upgrades.

3.2 INTENT

Hillsborough County Public Schools (HCPS) is seeking bids from qualified firms to provide comprehensive plumbing services for Student Nutrition Services (SNS). These services include, but are not limited to, new installations, renovations, upgrades, and the installation of boilers and water heaters. The work under this contract includes, but is not limited to, providing all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the projects as required, in accordance with the specifications contained herein.

The project involves removal of existing boiler systems that services SNS kitchens and restrooms within the school site.

It will be replaced with independent tankless water heaters as well as electric and/or gas 80-gallon light commercial water heaters, including recirculating pumps

Qualified Contractors will be responsible for completing all plumbing-related tasks, ensuring compliance with safety regulations and applicable codes, and maintaining high standards of workmanship. These services will support the ongoing operations and facilities, of SNS, ensuring that all plumbing systems are functional, efficient, and up to code.

3.3 SPECIFIC NEEDS AND GOALS

3.3.1.1 Specific Requirements

• All materials, products, and work performed for the installation, maintenance, extension, and alteration of any HCPS project, whether within or adjacent to any structure must comply with all applicable local, state, and federal regulations, including the current Florida Building Code and HCPS requirements. The Contractor must abide by all State of Florida Statutes.

• The Contractor shall ensure that all service work for HCPS including materials, installation, maintenance, preparation, extension, and/or alteration complies with the current Florida Building Codes, federal regulations and all applicable city, county, or state requirements, as well approved HCPS specifications and/or drawings.

• The Contractor will assist HCPS in identifying the best repair solution for each project and determine the required quantities of material required for each project.

• The Contractor is solely responsible for the proper disposal of all construction debris at an authorized landfill, and all disposal costs shall be borne by the Proposer. Dumping materials on adjacent or nearby properties does not constitute proper disposal. HCPS dumpsters may not be used for disposal. If HCPS determines that the Contractor has used an HCPS dumpster, the Contractor will be charged the pickup and disposal fees.

• The Contractor shall supervise and direct all work, using their best skill and attention. The Contractor shall be solely responsible for all means, methods, techniques, sequences, and procedures and for coordinating all portions of the work under this contract.

• The Contractor shall have a sufficient number of personnel, materials, transportation, and an adequate inventory of tools and equipment efficiently perform the work.

• The Contractor is responsible for the on-site supervision, scheduling, storage, receiving and placement of and all materials.

• The Contractor shall provide a responsible, knowledgeable, English speaking work site Supervisor/Representative, at all times, who has decision-making authority.

• The scope of work shall not be expanded beyond the original work order without the approval from the HCPS Project Coordinator.

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• The Contractor shall provide a written estimate of labor and materials within twenty-four (24) hours for any work beyond the original scope of work and purchase order. Verbal confirmation does not constitute authorization to proceed, except in health, life, and safety situations.

• In a health, life or safety emergencies, the Contractor may begin repairs with verbal authorization from an HCPS authorized representative, provided that a written estimate of the labor and materials is submitted to the appropriate maintenance department within twenty-four (24) hours.

• The Contractor is responsible for the actions and omissions of their employees, subcontractors, agents, and any other personnel performing work under this contract.

• All services shall be approved by an HCPS authorized representative or Project Coordinator, no exception.

• If the main water supply is turned off for more than 20 minutes, the HCPS Project Coordinator must be notified immediately.

3.3.1.2 General Requirements

• An HCPS Project Coordinator will be assigned to oversee all assigned work, ensuring adherence to projected schedules, as well as quality of work from the start date through project completion. All work is subject to inspection throughout the life of the project and prior to submittal of final payment.

• An estimator shall meet with the HCPS Project Coordinator to evaluate site conditions and provide a repair estimate at no cost to HCPS, based on established fees.

• The Contractor’s personnel must sign in and out at the site’s main office and/or cafeteria prior to commencing/completing any contractual services unless prior exceptions have been authorized.

• All services shall be approved by an HCPS Project Coordinator, no exceptions. Any changes or alterations require written approval by an authorized HCPS representative.

• The Contractor must provide a firm cost estimate for requested work before a purchase order is issued.

• If a Proposer is unable to respond, HCPS reserves the right to contact the next lowest Proposer for repairs.

Repeated failure to meet delivery requirements shall constitute default and may result in contract termination.

• Billed labor charges shall be based on an hourly rate and will include compensation for labor, tool/equipment use, travel time, and any other supplier-incurred costs or fees. The rate is straight time for all labor except as otherwise noted herein.

• Work is not considered complete until a copy of the maintenance request (MR) is signed by the site HCPS Project Coordinator.

• No overtime is permitted without prior approval from the Project Coordinator. Labor hours are paid in quarter (1/4) hour increments and limited to the hours on the site.

• No work shall proceed under any circumstances unless authorized by the Project Coordinator. The Contractor must receive an MR from the appropriate maintenance department and a purchase order (PO) from the HCPS Procurement Department.

• All materials, products, and work performed for installation, maintenance, extension, and alteration within or adjacent to any structure must comply with all applicable local, state, and federal regulations, including the current Florida Building Code and HCPS requirements. The Proposer must also comply with all State of Florida Statutes.

• The Proposer is responsible for supervising and directing all work using their best skill and attention. They are solely responsible for all methods, techniques, sequences, and procedures, as well as coordinating all aspects of the contract. The Proposer assumes full liability for each assigned project.

• The Proposer shall have a sufficient number of personnel, materials, transportation, and an adequate inventory of tools and equipment to perform the required work efficiently. The Proposer is responsible for all on-site supervision, scheduling, receiving, storage, and placement of all materials.

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

3.4 ESTIMATED EXPENDITURES

HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. The budget is approximately $1,000,000.00 per year.

3.5 AGREEMENT TERMS/RENEWALS

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

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

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

Payments will generally be made based on actual labor and materials used, except minor consumables or items listed under hourly rates. Labor costs shall be reimbursed in increments or ¼ hour (when and where applicable). HCPS requires a firm, fixed price per unit. All delivery charges, trip fees, fuel surcharges, and service call charges must be included in your bid price.

• HCPS will not pay any premium for weekends or holidays.

• HCPS will not pay for travel time to and from the work site or any travel taken during lunch breaks.

• The Contractor shall sign in and out at the site’s main office before commencing any work and before leaving campus, unless prior exceptions have been authorized by HCPS Project Coordinator.

• The Contractor will be paid for actual work performed as evidenced by the sign-in/sign out sheet.

• All additional charges such as installation, shipping, insurance, normal service consumables, shop supplies, environmental fees, etc. must be included in the hourly rate.

3.6 COVER LETTER

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

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

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

• principles, including contact information; and

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

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

3.6.1 Additional Information.

3.6.1.1 Paperwork Requirements

• HCPS shall issue a standard work order (WO) for all assigned work. The Contractor shall not begin work without a purchase order and a WO ticket number. To receive payment, the WO, invoice, and all supporting documents shall be properly completed and submitted for approval.

3.6.1.2 Approval Requirements

• HCPS may request not to exceed quote for a defined scope of services to be provided under this contract. If approved, the Contractor shall be paid actual costs for labor and materials up to the quoted amount. The Contractor is responsible for fully investigating the work and must specify any exceptions or exclusions in the quote.

• The Contractor must secure authorization from HCPS to begin work on requests that are expected to exceed eight (8) hours labor and/or materials that exceed $500 in total cost.

• The Contractor must also obtain approval to proceed prior to exceeding these limits, on work initially expected to be completed within these established limits.

3.6.1.3 Written Quotes – The Contractor shall perform an inspection of the subject property, ensuring the inspection is appropriate for the appraisal problem. Any questions regarding the quote for scope of work should be addressed in the written quote before the issuance of a work order (WO) and subsequent purchase order (PO). Any latent issues should be reported to HCPS immediately before proceeding with the work. Once accepted, the written quote for scope of work form is to be signed by both the Contractor and the HCPS Project Coordinator. WOs and POs require approval from the HCPS Project Coordinator before payment is issued. Written quotes for the proposed scope of work must include the following minimum information (when applicable):

• A brief description of the entire project

• Site/location details (school name, address, room number, etc.)

• Work Order Number

• Contract Number

• HCPS contact name and phone number

• List of required goods/materials and/or service

• Project work timeline including estimated hours

• Schematics, drawings, or diagrams detailing how work will be performed

3.6.1.4 Not To Exceed: HCPS may require a “NOT TO EXCEED” quote for a defined scope of services to be provided under this contract. In the event a “NOT TO EXCEED” quote is requested and provided, the Contractor shall be paid actual costs for labor and materials up to the amount quoted. The Contractor is responsible to fully investigate the work, and must clearly indicate any exceptions or exclusions in the quote. Adjustments will not be permitted unless unforeseen circumstances arise. All estimates will be evaluated to determine if the scope of work (as determined by HCPS) has been clearly and accurately understood, and the work has been properly estimated. HCPS reserves the right to question any job when the service and/or materials used by the Contractor seem excessive for the work completed.

3.6.1.5 Project Pricing: The Contractor shall be paid based on bid prices. The Contractor shall provide a written estimate within twenty-four (24) hours for any work beyond original scope of work and PO. Verbal confirmation does not constitute as permission to work, except in health, life and safety situations. If a health, life or safety situation exists, the Contractor may begin repairs with verbal authorization from the Project

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Coordinator. A written estimate of labor and materials must be sent to the SNS Maintenance Department within twenty-four (24) hours.

3.6.1.6 Work Order Completion – The Contractor must include the following information on each WO, for proper completion:

• Arrival time on campus

• Departure time from campus

• Description of work performed

• List of material used (including both HCPS-supplied and Contractor-purchased materials)

• Cost of materials (receipts or other documentation supporting material costs must be attached to the completed

WO).

• The completed WO shall be delivered or faxed to HCPS within twenty-four (24) hours of completion of the request.

• Work will not be considered complete until a copy of the WO signed by the site supervisor/designee where the work was performed is provided to HCPS. The signed copy may be sent via facsimile.

• HCPS (per maintenance area) will assign a Project Coordinator who will oversee all assigned work for adherence to promised schedules and as well as the quality of work from the start date through project completion. All work is subject to inspection throughout the life of the project and prior to the submittal of the final payment.

• Billed charges shall be based on a bid response. The rate shall include compensation for labor, tool/equipment use, travel time, and any other incurred costs or fees to the awardees.

3.6.1.7 Tools and Equipment - Supplier(s) are required to own their trucks and all of the related plumbing equipment. A tradesman would be expected to use these tools routinely in the performance of their duties as a specialist in the area of knowledge and/or training. These tools and equipment may commonly be carried on a work truck, kept in toolboxes on a project site, or available at the home office for use periodically on a project requiring those specific skills or knowledge. If in doubt as to if a particular item should be considered common to the industry, assume that it is unless most suppliers of a similar trade would have to also purchase or rent the equipment for a particular project or service and then have no use for the tool or equipment. If the tool or equipment is determined by HCPS to be specialty equipment, if purchased, must be delivered to HCPS upon completion of the project.

3.6.1.8 Rental Equipment - The Contractor shall provide a firm bid price for all rental equipment listed on the bid response form. HCPS authorized representative or Project Coordinator must preapprove use of any rental equipment noted on the contractor’s submitted WO or any quote price sheet.

• HCPS may use the next responsive, responsible awarded Contractor should said Contractor already possess the required specialized equipment.

• The Contractor shall be in possession of all other tools of the trade or equipment. HCPS shall not be billed for owned tools of the trade.

3.6.1.9 Service Requirements - HCPS required delivery and performance times, for materials and services to be provided under this contract, are described herein. In the event that work does not commence or is not completed by the timelines established herein, HCPS reserves the right to terminate the order and issue the order to another The Contractor. Repeated failure to commence or complete work within the prescribed times shall constitute default and will be grounds for termination of any contract based on this bid.

Contractors shall provide service within two (2) days from receipt of purchase order.

3.6.1.10 Standard Work Hours – Service is required only between 7:00 am and 4:00 pm, Monday through Friday, excluding HCPS holidays, unless otherwise specified. The Contractor will be expected to schedule assigned work to NOT interfere with normal school arrival and dismissal times. The Contractor will be responsible for confirming arrival and dismissal times for each site assigned.

3.6.1.11 Non-Standard Hours - Rates may apply to any services rendered by the Contractor outside of standard HCPS scheduled maintenance working hours. Payment will only be valid if authorized by an HCPS authorized

Hillsborough County Public Schools Page 16 of 37 representative or project manager. Overtime work will normally only apply when health, life and safety concerns dictate rapid response. Overtime scheduled working hours for HCPS maintenance are 4:00 PM-7:00 AM Monday-Friday or anytime on Saturday/Sunday/Holidays.

3.6.1.12 Elected Work Schedule - The Contractor may elect to perform work after standard working hours and incur any additional expenses based upon convenience and availability to the work location. This after-hours approach will only apply when approved by the Project Coordinator authorizing the work. Based upon this arrangement overtime WILL NOT be paid. Labor hours are paid in quarter (1/4) hour increments and limited to hours on site. Based upon this agreement, overtime will not be paid.

3.6.1.13 Work Delays – The…