25079-RFP-MST_Occupational_Health_Program_Services.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000

Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

May 22, 2025

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

REQUEST FOR PROPOSALS

FOR

25079-RFP-MST: OCCUPATIONAL HEALTH PROGRAM SERVICES

Hillsborough County Public Schools (“HCPS”), on behalf of The School Board of Hillsborough County, Florida (the “Board”), 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 commodities and contractual services (“Proposer”) as described in this RFP. The proposal must describe the Proposer’s qualifications, experience, availability, approach, and work plan so that they will best serve HCPS's overall needs. They must also be submitted in a format commensurate with the sections in this RFP. HCPS reserves the right to waive any formalities, reject all proposals, re-advertise, or 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.

LAST DAY FOR TECHNICAL QUESTIONS

Technical questions regarding this competitive solicitation must be received in writing via www.myvendorlink.com no later than the last day for technical questions.

THURSDAY, JUNE 5, 2025, AT 3:00:00 PM

PROPOSAL DUE DATE

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

THURSDAY, JUNE 19, 2025, AT 3:00:00 PM

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

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

mailto:contractsupport@hcps.net

Hillsborough County Public Schools Page 2 of 25 Request for Proposals: 25079-RFP-MST: Occupational Health Program Services

1. SCOPE OF SERVICES

2. QUALIFICATIONS AND EXPERIENCE

3. COST/BEST VALUE PROPOSAL

4. PROPOSER INSTRUCTIONS

5. ADDITIONAL DOCUMENTS/ATTACHMENTS

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1. SCOPE OF SERVICES

Hillsborough County Public Schools, hereafter referred to as the "District" or "HCPS," is seeking competitive proposals from qualified vendors to provide the commodities and contractual services stated herein, but not limited to, all related labor, materials, supervision, equipment, and incidentals necessary to complete the requests following the specifications contained herein.

All deviations from the specifications must be noted in the proposal. As applicable, detailed descriptions and illustrations must be provided with your proposal for evaluation.

1.1 Estimated Budget

To calculate the amount of a protest bond, this RFP is valued at approximately $700,000.00 for the initial term. This is only an estimate, and the actual amount may vary. HCPS will not be held responsible if actual purchases are less than this amount. See the protest section for additional information.

1.1.1 Funding Source.

1.1.2 Contract Term/Option to Renew. The initial term of the Agreement will begin the first business day after approval by the Board or as specified on the HCPS Award Letter and end on the last day of the anniversary month.

1.1.3 Renewals. The Agreement may automatically renew for up to four additional one-year periods provided all terms and conditions remain unchanged and in full force and effect.

1.1.4 Emergency Mutual Renewal. Upon mutual agreement, after the expiration of the available renewal terms, the Agreement may be renewed for a period not to exceed 180 days.

1.2 HCPS’ Current State

This RFP will replace the expired competitive solicitation 18005-MST-IV for Occupational Physical Exams and Drug Testing.

1.2.1 Award. The Board will award a primary and an alternate Proposer to provide services during normal business hours for the provision of the full breadth of the services. A primary awardee will provide off-hours drug testing services.

1.3 Intent

HCPS requires random drug testing for current employees, new hire drug testing, and occupational physicals for various job classifications. A summarized history of services used for May 2023/May 2025 includes:

• DOT Physicals: 5,601; and

• Urine Drug Tests: 4,683; and

• Fit for Duty/Return to Work: 12; and

• Hepatitis Vaccine: 18; and

• Audio metric hearing test 1; and

• Respiratory, non-asbestos: 35; and

• Medium Physical Labor A: 1,045; and

• Heavy Physical Labor B: 1,045; and

• Alcohol Testing: 1,938; and

• Drug Test Random: 4,122; and

• Pulmonary Function: 27; and

• Miscellaneous: 139.

1.4 General Requirements

The Contractor, following established medical practice, based on the physical requirements of the job description provided by HCPS, will:

• conduct occupational physical examinations and drug testing for pre-employment on all new hires; and

• provide heart disease evaluation tests for HCPS police security officer applicants; and

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• conduct promotional exams for classifications where physical duties greatly vary; and

• conduct return-to-work clearance, rehabilitation consideration, and other special services as requested by HCPS and local, state, and federal laws and regulations; and

• conduct and review laboratory results, x-rays, and other medical reports; and

• evaluate reports and make appropriate recommendations; and

• review medical problems (i.e., return from sick leave, on-duty injuries, disability, etc.); and

• provide reports and medical opinions, when applicable; and

• Counsel personnel and job applicants about medical conditions and findings and refer to appropriate follow-up care when indicated.

1.5 SPECIFIC REQUIREMENTS

1.5.1 Project Manager. A primary contact (“Project Manager”) must be assigned to address HCPS’ questions and concerns and be available to resolve pre-employment issues during business hours. When unavailable, the Project Manager must have an assigned designee with the authority and qualifications to function and fulfill the role.

1.5.2 Staff Awareness. The Contractor must inform their staff of all special instructions and processes to serve.

1.5.3 Qualifications. The proposal must identify the following:

• Physician (Board Certified in Occupational Medicine). An Occupational Medicine Board-certified physician must manage and supervise all physicians and medical personnel.

• Licensed and Certified Personnel. The Contractor will perform drug and alcohol testing services with licensed and certified personnel and laboratories as required by Local, State, and Federal Laws, including, but not limited to, a Medical Review Officer (MRO), Breath Alcohol Technician (BAT), and Substance Abuse Professional (SAP) who is a Florida Certified Addiction Professional (CAP) and National Certified Addiction Counselor II (NCACII) as required by D.O.T.

• Federal Motor Carrier Safety Administration (FMCSA). The Contractor must adhere to standards established by the FMCSA for facility compliance with FMCSA’s Medical Examiners Federal Registry Program.

1.5.4 Current Potential Job Positions (Attachment A). A separate MS Excel file lists potential job positions requiring an occupational physical. This list is included only as information and is subject to change.

1.5.5 Services. Services are subject to change.

• Hepatitis A vaccine.

• Hepatitis B vaccine.

• Hepatitis B Titer – (as indicated).

• Tuberculosis screening.

• Tetanus booster.

• Substance Testing (UDS/Alcohol).

• OTETA/Non-OTETA Drug/Alcohol Testing.

• Post-Accident Drug/Alcohol Screening.

• Pre-employment physicals – (Approved Health History & Physical Examination forms).

• DOE & Security annual physicals / DOT biennial (every 2 years) physicals – (Approved Health History & Physical

Examination forms).

• Every five years, employees who drive a school district vehicle under 26,001 GVW are subject to a visual acuity check and hearing test (forced whisper/audiometer).

• Full back & cervical health history and screening – (Approved forms).

• Respiratory physicals Fit for Duty physicals – (Approved Health History & Physical Examination forms).

• BBP exposure exam for adult students – one-time evaluation only - post-exposure.

1.5.6 Pre-employment Exams. The applicant will complete a health history form, including back and cervical health history. If any physical limitations or restrictions, including prescription medications, are listed, complete the exam and

Hillsborough County Public Schools Page 5 of 25 determine if the job's essential function (including Safety Sensitive) can be performed.

1.5.7 Annual & Biennial Examinations. If any new physical limitations or restrictions, including prescription medications, are listed, the examiner must contact the employee’s treating medical provider for clarification before proceeding with a final determination of fitness for duty. Annual & biennial examinations for current employees hired before March 6, 2012, will not be required to perform step or push/pull testing and will only be required to perform the blind box lift test once. Current employees applying for a new position may be subject to the new occupational physical examination standards if needed.

1.5.8 Physical Examinations.

• Doe Physicals – Bus Drivers (pre-employment and *annual)

• DOE Physical, including height, weight, blood pressure, and urine dipstick.

• Visual Acuity using Snellen Chart and/or Titmus vision testing.

• Whisper test *Full Back and Cervical Screen to include blind box lift test of 55 lbs. – 3 times during the exam – not consecutively.

• *Step Testing.

• *Push/pull testing 55 lbs.

• UDS Nida.

• Breath Alcohol testing as indicated.

• *Current employees hired before March 6, 2012, will not be required to perform step testing, push/pull testing, and will only be required to perform the blind box lift test once*.

1.5.9 Fit For Duty.

• Health history and occupational physical examination.

• Request and review of medical records (as indicated).

• Review of job description.

• EKG (as indicated).

• A Full Back and cervical screen will include a blind box lift test, per the job description (as indicated).

• Step testing (as indicated).

• Push/Pull testing (as indicated).

• Medical determination regarding the ability to perform essential functions of the job.

• Mental health fitness for duties.

1.5.10 Health Science Student Physical. The following are required for clinical screenings, as authorized.

• Urine drug screen – 10 panel rapid

• TB skin test (PPD) o 1 view chest x-ray if PPD test is positive.

• Physical – health history, basic physical exam (height, weight, blood pressure, P, vision: far and color, UA dip).

• Students will have vaccinations record and must validate vaccination for:

o Hepatitis B o MMR o Varicella o T-dap within 10 years.

o Flu shot – annual.

• Update vaccines as needed.

1.5.11 Examination A: Heavy Physical Labor.

• Health history and occupational physical examination, including height, weight, blood pressure, urine dipstick, and Visual Acuity using the Snellen Chart and/or Titmus vision testing.

• Whisper test.

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• Full back & cervical screen to include blind box lift test of 55 lbs. – 3 times during the exam – not consecutively.

• Step Testing.

• Push/pull testing 55 lbs.

1.5.12 Examination B: DOT Physicals (Pre-employment & *Biennial).

• Health history and occupational physical examination, including height, weight, blood pressure, and urine dipstick.

• OTETA/Non-OTETA UDS/BAT

• Visual Acuity using Snellen Chart and/or Titmus vision testing.

• Whisper test.

• Full Back & Cervical Screen to include blind box lift test of 55lbs – 3 times during exam – not consecutively.

• Step Testing

• Push/pull testing 55 lbs.

1.5.13 Examination C: Medium Physical Labor.

• Health history and occupational physical examination, including height, weight, blood pressure, and urine dipstick.

• Visual Acuity using Snellen Chart and/or Titmus vision testing.

• Whisper test.

• Full Back and cervical Screen to include blind box lift test of 35 lbs. – 3 times during the exam, not consecutively.

• Step Testing

• Push/Pull testing 35 lbs.

1.5.14 Examination D: Light.

• Health history and occupational physical examination, including height, weight, blood pressure, and urine dipstick.

• Visual Acuity using Snellen Chart and/or Titmus vision testing.

• Whisper test.

• Full Back & Cervical Screen to include blind box lift test of 10 lbs. 3 times during the exam, not consecutively.

1.5.15 Examination E: Complex Labor (Pre-employment & *Annual).

• Health history and occupational physical examination, including height, weight, blood pressure, and urine dipstick.

• Non-OTETA UDS/BAT.

• EKG.

• Visual Acuity using Snellen Chart and/or Titmus vision testing.

• Whisper test.

• Full back and cervical screening will include a blind box lift test of 70 lbs. three times during the exam, not consecutively.

• Step Testing.

• Push/pull testing 70 lbs.

1.5.16 Staffing. The Contractor will have sufficient staff to supply all services stated in this RFP. The Contractor will increase staffing if unable to comply with the requirements in this RFP. Currently, HCPS provides " on-site” occupational physicals at least one (1) day per week during the school year (August through May). HCPS may require this service more than once per week.

1.5.17 Appointments per Day. The Contractor must be able to permit at least 10 appointments per day and provide the capability for up to 20 appointments per day with 3 days' advanced notice from HCPS.

1.5.18 Various Locations. HCPS requires that occupational physicals and drug testing be provided to HCPS employees

Hillsborough County Public Schools Page 7 of 25 at various onsite locations throughout Hillsborough County.

1.5.19 Waiting Time. In most cases, HCPS-referred Individuals must not experience a waiting time of more than 30 minutes.

1.5.20 Appointments. HCPS must be able to schedule same-day appointments for all services, or not to exceed two, as necessary.

1.5.21 Irregular Appointments. On occasion, with at least 3 days’ notice in advance from HCPS, the Contractor will arrange to provide services outside regular business hours, such as evenings and weekends.

1.5.22 Follow-up Appointment. The Contractor will provide applicant deadlines for follow-up as needed, as determined by HCPS policy.

1.5.23 No-shows. The Contractor must immediately notify designated HCPS staff of “no-shows,” missed appointments, or any problems with the individual’s cooperation or compliance.

1.5.24 Parking. The Contractor shall provide convenient, no-cost parking for applicants, employees, or HCPS for individuals referred.

1.5.25 Immunization Program. When required by HCPS, the Contractor will administer the following:

• An intradermal test for tuberculosis exposure on all employees. A chest x-ray may be done instead of an intradermal test for tuberculosis when required.

• A tetanus toxoid booster immunization, depending on the job specification and/or individual requirements.

• Hepatitis A and B vaccines are recommended for HCPS employees at risk of infected blood or body fluids exposure.

1.5.26 Drug & Alcohol Test Program. The Contractor will perform drug and alcohol screening for those employees placed on a mandatory HCPS drug and alcohol screening agreement. Additionally, the Contractor will perform the following:

• Drug and alcohol test program following OTETA regulations. This includes a certified SAP, BAT, and MRO.

• Conduct pre-employment drug tests on selected applicants.

• Conduct promotional drug and alcohol tests on all safety-sensitive applicants before they perform safety-sensitive functions for the first time.

• Random drug and alcohol testing on HCPS personnel covered by the Safety Plan, as identified by HCPS. Tests may be performed on HCPS worksites/locations.

• Additional random drug and alcohol tests as requested by HCPS. The HCPS Safety Plan covers approximately 4,000 employees.

• Conduct random, unannounced testing on safety-sensitive employees who drive or maintain vehicles that require Commercial Driver's Licenses to operate in compliance with the Omnibus Transportation Act 49 CFR Part 40. 50% of these employees will be tested for drug abuse, and 25% for alcohol misuse. Note that the random rate for testing is subject to change based on the DOT standards and union contracts.

• Conduct tests on employees whose performance could have contributed to an accident, even if the employee was not cited for a traffic violation.

• This requires the availability of on-site drug collections 24 hours a day and 7 days a week, as directed by

HCPS.

• Conduct tests on employees when HCPS observes behavior or appearance that is characteristic of drug use or alcohol abuse.

• Conduct return-to-duty and follow-up testing for employees who violate the prohibited alcohol or drug conduct standards.

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1.5.27 Family Leave. The Contractor will assist HCPS in evaluating and verifying questionable family leave requests.

1.6 CUSTOMER SUPPORT SERVICES

1.6.1 Reporting and Communications. All medical evaluation results shall be reported to HCPS’ Human Resources Department within 48 hours of the applicant's initial screening.

1.6.2 Utilization Report. The Contractor must provide HCPS with a quarterly utilization summary report.

1.6.3 E-Mail. With the assistance of HCPS' Information Technology Department, the Contractor will utilize an electronic mail system compatible with HCPS. If requested by HCPS, all reports and other necessary communication will be shared through this system. The Contractor will absorb all associated costs with the setup, other than HCPS' payroll costs.

1.6.4 HCPS Forms. The Contractor must utilize HCPS forms for areas including, but not limited to, fitness for duty, authorization, and release. The Contractor will review all HCPS forms permit changes as needed.

1.6.5 Confidentiality. The Contractor must ensure that instructions, changes, and transfers of information and documents are shared only with individuals designated by HCPS’ Human Resources Department Director. The Contractor must ensure confidentiality of all records, information, correspondence, PHI, etc., according to HIPAA and other applicable laws.

1.6.6 Medical Records. The Contractor must record and store health files regarding injuries, accidents, etc., for all HCPS employees in accordance with all applicable Florida and federal laws. Upon request of the Human Resources Director, or designee, the Contractor must provide medical records within 24 hours only to HCPS’ Human Resources Department Director, Claims Coordinator, or designee. All requests and designee assignments must be made and accepted only in writing. Upon termination or expiration of the Agreement, the Contractor, if different from the current Contractor, will obtain all records from the current Contractor and maintain such records. Upon termination or expiration of the Agreement, the outgoing Contractor must transfer all open medical and other records related to this Agreement to the new Contractor within 30 days of the expiration/termination of the existing Agreement. The Contractor must provide copies of closed records within 24 hours of receipt of the request.

1.6.7 Test Results. All test results under the Scope of Services will be communicated only to HCPS’ Human Resources Department Director or designee.

1.6.8 Tuberculosis (PPD) Tests. The Contractor is to read the tuberculosis (PPD) tests. The Contractor will handle positive results and will not refer the applicant to the Department of Health or another facility unless agreed to in writing by HCPS. There will be no additional charge to the applicant for this service.

1.6.9 Mandatory Referrals/Employee Assistance Program (EAP). The Contractor will provide the commodities and contractual services for employees identified by HCPS’ Professional Standards Department to receive mandatory referral for counseling.

1.6.10 Service Availability. All services shall be available five (5) days/week during business hours. (Preferably between 7:00 a.m. and 5:00 p.m.) Actual hours may be negotiated. The Contractor must provide comfortable and private facilities to conduct tests, including a locked, secured box, etc., for private articles and weapons. The Contractor will have qualified personnel available during all business hours to provide the commodities and contractual services, including final physician sign-off, for pre-employment examinations.

1.6.11 Fitness for Duty Evaluations/Return to Work/Rehabilitation. The Contractor will evaluate employees' ability to continue employment in their current capacity and to assess and recommend reasonable accommodation for other job opportunities for which they may be qualified. This may include an occupational physical examination, return to work evaluation, psychological and/or psychiatric evaluation, and/or any reports to be completed as requested by HCPS for fitness for duty. Evaluations must be completed within 10 working days and the same day in case of an emergency.

Summary HCPS forms and recommendations will be forwarded to HCPS within 24 hours of the appointment.

ACKNOWLEDGEMENT AND SIGNATURES. Your signature below indicates that you have read the above statements in this section and agree to all the terms in their entirety except for those you have addressed explicitly on a separate

Hillsborough County Public Schools Page 9 of 25 form.

Signature

Date

Printed Name

Title

[INTENTIONALLY BLANK.]

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2. QUALIFICATIONS AND EXPERIENCE

The Proposer must provide all the requested documentation. Failure to provide said documentation causes HCPS to deem the proposal non-responsible and will not be evaluated. HCPS reserves the right to request documentation during the Agreement period.

Proposals that do not meet these qualifications should not be submitted, will not be reviewed, and will be disqualified.

The Proposer must be currently licensed and provide proof of the required experience.

2.1 MINIMUM QUALIFICATIONS

The Proposer shall provide all the documentation with the proposal. Failure to provide said documentation causes HCPS to deem the proposal non-responsible and will not be evaluated. Additionally, HCPS reserves the right to request documentation during the Agreement period.

2.1.1 Statement of Qualifications. Provide written responses to the following questions. A “Yes” answer to any of the questions shall require a description of the circumstances, reasons, status, and the ultimate disposition of each matter that is the subject of this inquiry.

☐ Yes ☐ No Has the Proposer defaulted on a contract?

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

☐ Yes ☐ No Has the Proposer’s surety company assigned an uncompleted contract on any performance bond payment issued to the Proposer arising from its failure to discharge all contractual obligations thereunder fully?

☐ Yes ☐ No Has the Proposer filed for reorganization, protection from creditors, or dissolution under the bankruptcy statutes within the past three (3) years?

☐ Yes ☐ No Is Proposer now the subject of any litigation in which an adverse decision might result in a material change in the firm’s financial position or future viability?

☐ Yes ☐ No Is the Proposer currently involved in any state of fact-finding, negotiations, or resistance to a merger, friendly acquisition, or hostile takeover, either as a target or as a pursuer?

☐ Yes ☐ No Has the Proposer been convicted of any criminal violations?

2.1.2 License Sanctions. List any regulatory or license agency sanctions. HCPS may perform a background check with all state and regulatory agencies on any Proposer.

2.1.3 Proof of Insurability. The Contractor may include with the proposal a copy of any policy evidencing the insurance coverages and limits required by this RFP. However, this does not constitute approval or agreement by HCPS

Hillsborough County Public Schools Page 11 of 25 that the insurance requirements have been satisfied or that the insurance policies shown on the Certificates of Insurance follow the requirements of this RFP.

2.1.4 Experience. The Proposer shall have been in the provision of the required commodities and contractual services herein for a minimum of three (3) years and shall provide proof along with the proposal (including but not limited to articles of incorporation, business tax receipts, etc.). Failure to provide said proof may be grounds for rejection of the proposal. The Proposer must prove the validity of the stated documents to be in effect at the time of proposal opening.

HCPS will not evaluate the proposal on the assumption that a license will be granted at a future date.

2.1.5 Permanent Place of Business. A Proposer may be required to furnish written evidence that they maintain a permanent place of business and have adequate equipment, finances, and personnel to provide the commodities and contractual services offered satisfactorily and expeditiously.

2.1.6 Licenses. The Contractor must have and provide proof of any required licenses.

2.1.7 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 Award. The Contractor shall also require all subcontractors performing work under the Award to use the E-Verify system for any employees they may hire during the term of the Award. The Contractor must provide evidence of compliance with § 448.095, Florida Statutes. Evidence may include, but is not limited to, providing notice of the Contractor’s E-Verify number. Failure to comply with this provision is a material breach of the Agreement, and HCPS may terminate the Award at its sole discretion.

2.2 BUSINESS REFERENCES

Three filled-in and signed references must be submitted with the proposal. The references included should be customers from the previous three (3) years. HCPS may contact these references during the evaluation and utilize other information to predict the Proposer's capability. At HCPS' sole discretion, negative references may cause the Proposer to be disqualified.

At least three (3) filled reference forms must be provided with your proposal. HCPS-Preferred references shall be in the following order:

• School districts.

• Hillsborough County, Florida-based references.

• State of Florida-based references.

• Large municipalities or local governments.

• Private sector.

2.3 COVER LETTER

The cover letter will be a brief formal letter that provides the Proposer’s:

• understanding of the requirements and Scope of Services of this RFP; and

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

• principals, including the contact information; and

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

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

Proposal).

2.3.1 Quality Assurance. Explain your firm’s quality assurance/control policy and understand HCPS’ needs.

2.4 QUALIFICATIONS SUMMARY

Provide a summary of the Proposer’s qualifications, including related skills and market strengths. If applicable, include subcontractor qualifications. Provide information regarding past working relationships on similar projects.

2.4.1 Key Personnel. Identify key personnel and provide biographical information (resumes) about their backgrounds, expertise, and job descriptions. Also, a staffing plan should be provided (including key personnel, the number of https://e-verify.uscis.gov/emp

Hillsborough County Public Schools Page 12 of 25 dedicated team members, and team members’ professional qualifications).

2.4.2 Technical Staff. Provide the number of technical personnel your firm employs and how many will be available to support HCPS.

2.4.3 Resources. The Proposer must list all resources available to provide the required contractual services. At a minimum, list all applicable assets:

• Equipment

• Vehicles

• Specialized Skills

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

2.5 Service Locations

List all locations that can provide the requested commodities and contractual services.

2.5.1 Locations with Ample Parking. Provide all addresses that can accommodate HCPS vehicles, including school buses.

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2.5.2 Business Reference Form (#1). In response to this, Hillsborough County Public Schools solicitation, the Proposer

(Proposer’s Name): ____ states they have provided similar commodities and contractual services to your organization. Please respond as to the quality of the provided commodities and services. Return this form to the firm as soon as possible for proposal submission. The filled-in references are due with their Proposal.

Referenced Organization’s Name

Address

Contact Person

Email Address Phone Number ☐ Yes ☐ No: Would you use this contractor again?

☐ Yes ☐ No: May we contact you with additional questions?

Total Dollar Amount of Contract: $_________________

PERFORMANCE RATING: EXCELLENT = 4, GOOD = 3, FAIR = 2, POOR= 1, OR N/A

DESCRIPTION OF PERFORMANCE RATING

Overall Technical Performance. The vendor’s technical performance.

Partnership. The vendor’s ability and attention to the quality of outcomes.

Responsiveness. The vendor’s ability to follow instructions, handle complaints, and communicate with the customer’s staff.

Efficiency. The vendor’s overall planning, scheduling, monitoring, and problem-solving effectiveness.

Uniformity of Commodities/Service Reliability. The vendor’s timely delivery and uniform quality of provided commodities and services.

Key Personnel/Management. The vendor’s ability to provide quality personnel and project oversight.

Overall Experience. Overall customer experience.

Additional Comments.

X Signature Date

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2.5.3 Business Reference Form (#2). In response to this Hillsborough County Public Schools solicitation, the Proposer

(Proposer’s Name): ____ states they have provided similar commodities and contractual services to your organization. Please respond as to the quality of the provided commodities and services. Return this form to the firm as soon as possible for proposal submission. The filled-in

Referenced Firm’s Name

Email Address Phone Number customer staff.

Efficiency. The vendor’s overall planning, scheduling, monitoring, and problem-solving effectiveness.

Uniformity of Commodities/Service Reliability. The vendor’s timely delivery and uniform quality of

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2.5.4 Business Reference Form (#3). In response to this Hillsborough County Public Schools solicitation, the Proposer

(Proposer’s Name): ____ states they have provided similar commodities and contractual services to your organization. Please respond as to the quality of the provided commodities and services. Return this form to the firm as soon as possible for proposal submission. The filled-in

Referenced Firm’s Name

Email Address Phone Number the customer’s staff.

Efficiency. The vendor’s overall planning, scheduling, monitoring, and problem-solving effectiveness.

Uniformity of Commodities/Service Reliability. The vendor’s timely delivery and uniform quality of

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2.6 SMALL BUSINESS ENCOURAGEMENT PROGRAM (SBEP)

The Office of Supplier Development (OSD) (https://www.hillsboroughschools.org/Domain/2489) assists and encourages local certified small businesses seeking procurement opportunities at Hillsborough County Public Schools. The OSD does this through the following functions:

• Guide doing business with Hillsborough County Public Schools.

• Inform businesses about upcoming contract opportunities.

• Advocate for the continued growth and success of certified small local businesses.

• Plan, host, and support local business events targeted at small businesses.

• Provide education and other resources to help increase the use of small businesses.

Businesses can access resources, bidding opportunities, and training. The OSD offers guidance on procurement and contractual opportunities to aid your growth and success.

The OSD registers vendors wanting to compete in the HCPS Small Business Encouragement Program. If third-party contracts are necessary for the Contractor to complete this contract, HCPS recommends using an OSD-registered SBEP vendor. Complete information is available at https://www.hillsboroughschools.org/Domain/2489.

2.6.1 Vendor Directory. The Proposer must note that only those companies that are OSD-certified SBEP vendors are eligible for participation and recognition in HCPS’ Small Business Encouragement Program. A searchable vendor directory is designed to inform interested parties of registered vendors at https://www.myvendorlink.com/agencies/sdhc/vendordirectory.

HCPS will accept only those vendors appearing as registered SBEP vendors on the website. The Proposer must submit a copy of the SBEP vendor’s OSD certificate with the proposal and indicate whether and how third-party SBEP vendors are incorporated into the proposal.

2.6.2 OSD Contact Information. The Proposers may contact the OSD office at:

(813) 635-1240 OSD@hcps.net 4901 E. Dr. Martin Luther King Jr. Boulevard Tampa, FL 33605

2.6.3 Subcontractor Participation. The Proposer must identify SBE utilization expenditures to HCPS’ OSD-registered SBEP subcontractor(s) that provide commodities and contractual services in the Proposal. Subcontractor(s) must determine whether they enter second-tier subcontracts with SBEP subcontractors to ensure completion of work. A Proposer utilizing HCPS SBEP vendor(s) as secondary or tertiary subcontractor(s) must provide evidence below. The Proposer-submitted information shall be part of the Agreement with HCPS and agrees to submit regular updates, as mutually agreed with the OSD Officer. A prime vendor (the vendor who will receive payment(s) directly from HCPS) must identify SBEP utilization expenditures to HCPS OSD-certified SBEP subcontractor(s) that perform a function in the provision of the commodities and contractual services in the proposal. Subcontractor(s) must identify whether they enter second-tier subcontracts with SBE subcontractors to ensure completion of work.

2.7 SBEP VENDOR UTILIZATION - LETTER OF INTENT

Proposers who claim to utilize HCPS SBEP vendors must fill in the Letter of Intent below by listing the:

• Name(s) of the proposed SBEP vendors.

• Contact information.

• Provide a description of the commodities and contractual services to be provided.

2.7.1 Services to be Performed by HCPS SBEP Vendor(s). Concerning the proposed subcontract(s) described below, the Proposer promises to compensate the undersigned SBEP vendor(s) (_____ %) percent of the TOTAL dollar value of this Proposal or commensurate with actual dollars to be paid by HCPS.

This Letter of Intent must be completed as instructed and include each SBEP subcontractor proposed in this competitive solicitation. The parties understand that they will enter into a formal agreement for the https://www.hillsboroughschools.org/Domain/2489 https://www.hillsboroughschools.org/Domain/2489 https://www.myvendorlink.com/agencies/sdhc/vendordirectory mailto:OSD@hcps.net

Hillsborough County Public Schools Page 17 of 25 commodities and contractual services listed herein upon the Proposer's award to the School Board of Hillsborough County, Florida, or contract with Hillsborough County Public Schools.

Signature by Each Proposed SBEP Subcontractor: The undersigned is an HCPS OSD-registered SBEP vendor prepared to perform the described Commodities provision and contractual services relating to this competitive solicitation. The subcontractor understands that services are provided on behalf of the Prime Contractor, not HCPS. HCPS is not responsible for any remuneration on behalf of, or monies owed by, the Prime Contractor.

SBEP Subcontractor Name (A copy of the SBEP OSD certificate is attached. Check one: ☐ Yes, ☐ No)

Contact Name, Address, & Telephone

Name of Proposer Percentage (%) of Total Agreement Dollars to Subcontractor

Description of Commodities and Contractual Services

Name of SBEP Vendor Representative Phone Number

Signature of Authorized SBE Representative

Email Address

ACKNOWLEDGEMENT AND SIGNATURES. Your signature below indicates that you have read the above statements in this section and agree to all the terms in their entirety except for those you have addressed explicitly on a separate form.

Hillsborough County Public Schools Page 18 of 25

3. COST/BEST VALUE PROPOSAL

Best value means the highest overall value to HCPS based on factors that include, but are not limited to, price, quality, design, and workmanship.

3.1.1 Proposal Response Form. See the separate MS EXCEL spreadsheet. The Proposal Response Form is provided as a separate attachment. Do not alter the document’s file type.

If applicable, the stated quantities and/or amounts are only for the Proposer’s guidance. No guarantee is given or implied regarding quantities used during the Award period. Quantities and amounts may be based on previous needs, current or future budget limitations, expected needs, or estimates for 12 months.

Labor and equipment rental costs shall be reimbursed in quarter-hour increments (when and where applicable and if pre-approved in writing); HCPS requires a firm fixed price per unit.

Delivery costs shall be included in your proposed expenses and rates.

Minor consumables or items listed under the hourly rate are NOT eligible for reimbursement or percentage markup. The cost for these items will be included in the hourly rates defined on the Bid Response Form. Any discounts offered in the proposal will remain firm for the award term.

Unit pricing shall include inside delivery.

HCPS will pay only for the actual quantity of material installed for repairs.

Units of measure should be as stated on the Proposal Response Form

HCPS will not pay any premiums on weekends or holidays.

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

HCPS will not pay for a quote, estimate, or an estimator fee.

3.1.2 Rental Equipment. Rental equipment should not be allowed unless HCPS provides written approval.

3.1.3 Additional Fees. Your proposal must include additional charges such as installation, shipping, insurance, everyday service consumables, shop supplies, environmental, and administration fees. HCPS is not responsible for miscellaneous surcharges or fees.

3.1.4 Minor Consumables. The provision of contractual services requires that the proposed prices and rates include minor consumables. HCPS will not provide separate payments for these items.

ACKNOWLEDGEMENT AND SIGNATURES. Your signature below indicates that you have read the above statements in this section and agree to all the terms in their entirety except for those you have addressed explicitly on a separate form.

Hillsborough County Public Schools Page 19 of 25

4. 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 preparing and submitting a proposal or anticipating a contract. Furthermore, HCPS may:

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

• Reject any or all proposals.

• Cancel, amend, or remedy errors in this solicitation and/or issue a subsequent solicitation for the same or similar commodities and contractual services.

• Amend the Scope of Services (if deemed in HCPS’ best interest and at HCPS’ sole discretion).

• Appoint an Evaluation Committee to review the proposals.

• Seek the assistance of technical experts to review the proposals.

• Approve or reject the use of certain subcontractors and suppliers.

• Award none, one, or various Proposers.

• Accept other than the lowest-priced proposal.

• Waive informalities and irregularities in the proposals.

• Award without discussions or negotiations.

• Disqualify proposals upon evidence of collusion with intent to defraud or other illegal practices by a Proposer.

4.1 PROTEST

Per School Board Policy 6320-Procurement, a proposer who wishes to file a solicitation protest must file such notice and follow procedures prescribed by § 120.57(3), Florida Statutes, for resolution. For proposals 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 pertaining to a solicitation pursuant to § 120.57(3)(b), Florida Statutes, shall post, at the time of filing the formal written protest, a bond payable to the Board in an amount of $5,000 or three 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.

4.2 CONFERENCE/SITE VISIT (“CONFERENCE”)

If applicable, see the cover sheet. HCPS may conduct a pre-solicitation meeting (attendance may be mandatory or voluntary) or a site visit (mandatory attendance, as required by HCPS) to explain the procurement requirements. The pre-solicitation meeting or site visit will be held long enough after the RFP has been issued to allow vendors to familiarize themselves with this RFP, but sufficiently before the due date to enable the consideration of the conference results in preparing their proposals. Nothing stated at the pre-solicitation meeting or site visit shall materially 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 RFP, HCPS requires that all its contractors have a current vendor application http://www.myvendorlink.com/

Hillsborough County Public Schools Page 20 of 25 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 RFP or a related document(s) may submit a written request for clarification via VendorLink no later than the “last day to request additional information or clarification.” Any interpretation provided 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 latest addendum will prevail.

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

4.4 PROPOSAL SUBMISSION

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

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

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

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

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

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

4.4.6 Uploaded Proposal Format. The proposal must be electronic and organized to maintain comparability and consistency in the evaluation process. Avoid elaborate promotional materials and provide only requested information.

All supporting materials should reference the portion of this RFP to which they pertain.

4.4.7 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.

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

4.4.9 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 communication between Procurement Services and the Proposer should be via email. HCPS shall not be responsible for emails that flow into a proposer’s spam folder.

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

4.4.11 Public Inspection of Proposal. HCPS will provide a Proposer’s representative with written notice if a public

Hillsborough County Public Schools Page 21 of 25 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.