25238-RFP-MST_Addendum_1.pdf
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- Solicitation number
- 25238-RFP-MST
- Issued by
- Florida
About this file
This is Addendum 1 to a Request for Proposals issued by Hillsborough County Public Schools (HCPS) for Geographic Information Services Consultant Services (Solicitation No. 25238-RFP-MST). The addendum, issued on May 27, 2025, clarifies key aspects of the procurement through a questions-and-answers format. HCPS intends to award contracts to a minimum of four GIS consultants to provide on-call services that vary in scope and scale based on project requirements. The work will be conducted remotely with coordination occurring primarily through online communication and virtual meetings, though workshops with School Board members may occasionally occur in-person with advance notice. All selected consultants must sign confidentiality agreements due to access to sensitive student records and internal school data. The scope of services encompasses spatial analysis and mapping, data visualization, geodatabase development and maintenance, system integration, and custom GIS application development. Current GIS service providers include DRMP, Benesch, Stantec, and VHB. Technical questions were due by May 27, 2025, at 12:00 PM, with final proposals due on June 10, 2025, at 3:00 PM.
The addendum clarifies that the Qualifications Summary section is limited to 2 to 4 pages, with key personnel resumes, technical staff information, and proposer resources/equipment allowed as additional pages beyond that limit. HCPS prefers that proposers submit references from organizations other than Hillsborough County Public Schools. The RFP itself serves as the contract document, and HCPS does not engage in negotiations prior to the bid due date. The addendum addresses bidder concerns regarding liquidated damages and indemnity provisions in the General Terms and Conditions, with HCPS declining to remove liquidated damages language and maintaining its position on the indemnity clause as written. The estimated annual budget for this contract is $250,000, with pricing submitted on a per-hour basis using quarter-hour increments. The contract will commence after Board approval with potential automatic renewals for up to four additional one-year periods, contingent on budget appropriations, contractor performance, and ongoing service needs.
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HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507
Superintendent Van Ayres
PROCUREMENT SERVICES
ADDENDUM TO COMPETITIVE SOLICITATION
May 27, 2025
Competitive Solicitation No. and Name: 25238-RFP-MST Geographic Information Services Consultant Services
Addendum #: 1
NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS
The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.
1. Questions and Answers
The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.
Question Answer
What company or individual has been providing GIS services to HCPS through similar GIS consulting services on-call contracts?
HCPS currently uses DRMP, Benesch, Stantec and VHB.
How many firms does HCPS intend to select under this contract?
HCPS aims to have at least four consulting services available on call. The requests can vary in size, whether small (fit to site) or large, depending on the project, timeframe, and cost.
Work Location:
We understand some tasks may involve coordination with HCPS staff or work at district sites. Could you please confirm whether all services are expected to be performed onsite, or if there’s flexibility for remote or hybrid (remote/onsite) work? If remote work is allowed, are there any specific requirements we should be aware of (e.g., system access, data security, availability expectations)?
The work will involve coordination with HCPS (Hillsborough County Public Schools) staff to ensure alignment with project goals and expectations.
Communication will primarily be conducted online, including virtual meetings to maintain consistent collaboration and understanding among all parties involved.
In some instances, workshops may be held with School Board members. Details and schedules for such engagements will be provided in advance and outlined as part of each contract.
All project work will be conducted remotely/offsite.
Selected participants must sign a confidentiality agreement, as they will have access to sensitive student records and internal school data. Maintaining the security
Hillsborough County Public Schools Page 2 of 3 25238-RFP-MST Geographic Information Services Consultant Services and confidentiality of this information is critical.
Individuals must ensure that data is safeguarded and not accessible to unauthorized parties.
Could you also clarify how many consultant positions HCPS anticipates awarding under this contract? Is the intention to engage a single consultant or team, or might multiple individuals/resources be needed throughout the term?
HCPS intends to award contracts to a minimum of four consultants to ensure sufficient coverage and flexibility across a variety of GIS-related needs. The scope of GIS services required varies based on the specific project, timeline, and associated costs. While the primary requestor for these services is the Operations Department, related departments including Planning, Construction, Maintenance, and Transportation will also utilize these services as part of their operational and strategic initiatives. Each request for GIS support will be project-specific, with detailed scopes, deliverables, and expectations outlined prior to engagement. The variety in service types may include but is not limited to:
*Spatial analysis and mapping, *Data visualization, *Geodatabase development and maintenance, *Integration with existing HCPS systems, *Custom GIS application development.
For Section 3.4 "Qualifications Summary," is the 2 to 4-page limit intended to apply to the entire section, including all subsections (Key Personnel, Technical Staff, and Proposer Resources/Equipment)? Or is the 2 to 4-page limit only referring to the summary portion, with the additional subsections allowed to extend beyond that page range?
It is limited only to 3.4 Qualifications Summary not the subsections.
Are we permitted to include past projects and references from work previously completed for Hillsborough County Public Schools in our proposal submission?
HCPS would prefer that proposers submit references from other organizations.
Could HCPS please provide a sample contract for this
RFP?
The RFP is the contract.
Would HCPS please remove any reference to liquidated damages on page 7 of 15 of the General Terms and Conditions? We believe they are not applicable to the services of design professionals, as we do not control, set, or manage the Project schedule – this is a contractor-specific issue and should be removed from our contract.
HCPS does not engage in negotiations prior to the bid due date.
Hillsborough County Public Schools Page 3 of 3 25238-RFP-MST Geographic Information Services Consultant Services
As currently worded, we believe that the indemnity provision section 1.11 on page 14 of 15 of the General Terms and Conditions is not in compliance with FL Statute
725.08 and is unenforceable. Would HCPS please consider rewording same to conform with the statute?
Suggested language per FL Statutes 725.08: “The design professional shall indemnify and hold harmless HCPS, and its officers and employees, from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys` fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the design professional and other persons employed or utilized by the design professional in the performance of the contract.”
negotiations prior to the bid due date.
In section 3.4 you say provide a 2 to 4-page summary of their qualifications, including related skills and market strengths. Will the key personnel (resumes), technical staff and Proposer Resources/Equipment be in addition to those 2-4 pages or should they all be included in that limit?
It can be additional.
This Addendum shall be construed and governed by the laws of the State of Florida.
Sincerely, Erika James, Senior Procurement Officer
THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR
BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.
1. Questions and Answers
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