25349-RFP-DST_Supplemental_Nurse_Staffing_ServicesP.pdf

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

July 30, 2025

REQUEST FOR PROPOSALS (RFP)

25349-RFP-DST SUPPLEMENTAL NURSE STAFFING SERVICES

LAST DAY FOR TECHNICAL QUESTIONS

Wednesday, August 13, 2025, at 4:00 PM

PROPOSAL DUE DATE AND TIME

Friday, August 29, 2025, at 03:00:00 PM

Hillsborough County Public Schools (“HCPS”), on behalf of The School Board of Hillsborough County, Florida (the “Board”), hereby issues this Request for Proposals (“competitive solicitation,” “solicitation,” or “RFP”), 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 as described in Section 1. Scope of Services.

Important Dates. The above event dates and times are subject to change. Any updates will be posted via www.myvendorlink.com.

VendorLink Technical Support. The Proposer must allow sufficient 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 process.

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 submitted on time to 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/, 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, effective from the time the solicitation is released until an agreement is signed by HCPS or awarded by the Board.

Federal Disclosure Statement with Multiple Funding Sources, with Some Financed By Non-Federal Sources. This program is funded by grant awards totaling $1,150,000 (10%) from Individuals with Disabilities Act (IDEA), with $10,500,000 (90%) financed from State and local sources.

[INTENTIONALLY BLANK.]

http://www.myvendorlink.com/ mailto:support@eVendorLink.com mailto:contractsupport@hcps.net https://web.hillsboroughschools.org/policymanual/

Hillsborough County Public Schools Page 2 of 51 Request for Proposals: 25349-RFP-DST Supplemental Nurse Staffing Services

TABLE OF CONTENTS

1 SCOPE OF SERVICES

2 PROPOSER INSTRUCTIONS

3 QUALIFICATIONS AND EXPERIENCE

4 REQUIRED FORMS

5 COST/VALUE

6 GENERAL TERMS AND CONDITIONS

[INTENTIONALLY BLANK.]

Hillsborough County Public Schools Page 3 of 51

1 SCOPE OF SERVICES

1.1 BACKGROUND

☐ New Solicitation ☒ Replacing an expiring solicitation: 20155A-DST-KJ Supplemental Nurse Staffing Services expires on December 15, 2025.

1.2 ESTIMATED EXPENDITURES/BUDGET

1.2.1 Estimated Budget. HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. For protest purposes, the estimated yearly budget is $11,650,000.

1.3 AGREEMENT TERMS/RENEWALS

1.3.1 Contract Term with Renewals. The initial term will commence no sooner than the first business day after Board approval or as specified in the Award letter through the last day of the first anniversary month. The Agreement 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 contractual services, and under the same terms and conditions unless either party provides notice to the other party stating that the party wishes to discuss modification of terms or not to renew the Agreement.

1.3.2 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.

1.4 HCPS’ CURRENT STATE

HCPS is actively partnering with eight supplemental staffing nursing agencies to meet our students' health needs.

Despite our efforts, these agencies have not been sufficient to address the demand. This bid aims to involve additional nursing staffing agencies in our community, allowing them to offer nursing services and help recruit and retain more nursing professionals, thereby reducing nursing vacancies in the district.

1.5 WHY IS THIS NEW SERVICE NEEDED

Hillsborough County Public Schools is seeking proposals from qualified firms to provide nursing services to eligible students in accordance with the School Health Services Act, s. 381.0056, F.S., and the Individuals with Disabilities Act (IDEA) as currently enacted or as amended. The services provided under this Agreement includes, but is not limited to;providing all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the work in accordance with the specifications contained herein. The Proposer shall provide a detailed description of services along with the Proposal. HCPS reserves the right to change the number of schools during the contract period. The Proposer agrees to service any HCPS location at the same rate/cost proposed herein.

HCPS is seeking bids from Proposers with offices within the Tampa Bay area, consisting of the following counties:

Hillsborough, Pasco, Polk, Pinellas, and Manatee.

All specifications in this solicitation are designed to enable a Contractor to satisfy the requirements for the goods and services herein. A specification may be expressed as a standard, a part of a standard, or independent of a standard. No EU specification is intended to unnecessarily limit competition by eliminating items capable of satisfactorily meeting HCPS actual needs and preferences. The fact that a manufacturer or supplier chooses not to produce or supply equipment, supplies, or services to meet these specifications will not be enough cause to adjudge these specifications as restrictive.

The inability or denial expressed in a Proposal, or omission in the Proposal, to offer to comply or conform with thetechnical requirements of this Section of the solicitation may result in deductions in the allocation of points by the Evaluation Committee.

The Proposer must acknowledge agreement and understanding with the requirements of the intent of the Scope of Services of this solicitation and provide reports or samples, as applicable. The Proposer must note any deviations from the specifications. Detailed descriptions and/or illustrations are required with your Proposal for consideration. Clearly indicate any exceptions to the Scope of Work of the solicitation or provide an alternative.

Hillsborough County Public Schools Page 4 of 51

HCPS proposes to contract with the highest-ranked proposer(s) and expects to award this solicitation to multiple vendors.

1.5.1 Changes in Scope of Services: HCPS may order changes in the required goods and services consisting of additions, deletions, or other revisions within the general scope of the solicitation. Unless accepted by a mutually signed written amendment, Contractor may make no changes related to the scope of the project, amount of compensation, or any other adjustments to the agreement.

Out Of Scope. If the Contractor believes that any goods and services is not within the scope of work/services of the agreement, is a material change, or will otherwise require more compensation to the Contractor, the Contractor must notify the General Manager of Procurement Services, in writing, of this belief. If the General Manager of Procurement Services agrees that the goods and services is within the Contract’s scope, as written, the Contractor shall continue providing the goods and services as changed and at the cost stated for the product or service within the scope. The Contractor must assert its right to an adjustment under this clause within thirty (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 goods and services like those specified within the solicitation for which requirements were unknown upon release of the solicitation.

1.6 LICENSE AND CERTIFICATIONS

1.6.1 Minimum Qualifications of Nursing Staff. The Contractor must implement a thorough vetting process to ensure that all candidates fulfill the Minimum Requirements for Nursing before HCPS conducts interviews and placements.

• All Advanced Practiced Registered Nurses (APRNs), Registered Nurses (RNs) and Licensed Practical Nurses (LPNs) must be professionally licensed in compliance with Florida Law and must maintain an active license during employment. The Contractor will provide copies of nurses’ licenses who currently are employed by their company and working with assigned students within 48 hours. Additionally, if the Contractor adds staff during the Agreement period, a copy of the appropriate license must be provided prior to placement. Services provided shall be consistent with the professional standard of care and comply with all the medical and ethical requirements imposed by the State of Florida and any other applicable federal, state or local regulatory agency.

• APRNs, RNs and LPNs must have a minimum of two years nursing experience in pediatrics and must be detailed in the Proposal. Describe, in detail, the range and level of pediatric healthcare services performed by the Contractor’s proposed staff (e.g., APRN, RN, LPN). State the number of years the Proposer has provided pediatric healthcare services.

• To receive an RN compensation rate from the district, the RN must possess a BSN in Nursing or higher. RNs possessing an associate degree in nursing, will be compensated at the LPN pay rate.

• APRNs, RNs and LPNs shall be fluent in oral and written English. Documentation of bilingual capability is a plus and should be identified on the resumes submitted with bid response or within 24 hours.

1.7 TASKS AND DELIVERABLES

1.7.1 Tasks. The following tasks to be performed to indicate any performance requirements and all project requirements that Contractor must comply with during the agreement term:

• The Contractor shall provide Advanced Practice Registered Nurses (APRNs), Registered Nurses “RN” and Licensed Practical Nurses “LPN” nurses with pediatric experience who are dedicated to working on HCPS’ account, as needed throughout Hillsborough County. Healthcare services shall be provided to students with disabilities with individual educational plans “IEP” (e.g. physically impaired, cognitively impaired, autism spectrum disorder, diabetics, etc.) who have a wide range of diagnosed medical conditions including those with complex health needs. Services must also be provided to students eligible for a Section 504 Accommodation Plan, they have a physical or mental impairment that substantially limits one or more major life activities (e.g., self-care, breathing, learning, and thinking). Requirements for this bid are based upon state administrative guidelines, the Nurse Practice Act and the National Association of School Nurses (NASN).

Hillsborough County Public Schools Page 5 of 51

• School nursing services, include but are not limited to, nebulizer, and inhaler treatment, oral and/or tracheal suction, oxygen, tracheotomy care, catheterization, gastric tube feeding, seizure precautions and management, diabetes management, brace application, dressing changes, and medication administration (e.g., by mouth, subcutaneous, intramuscular, rectal, Gastric tube) and basic CPR/AED and first aid.

• Some students may require healthcare services at prescribed times or specified number of hours during the school day, (e.g. 11:00 am to 1:00 pm) while other students may require services for the full school day (7.5 hours) and sometimes on a one-to-one basis. In addition, the Contractor may be required to provide nursing services to some students while being transported to and from school via HCPS school buses or during off-site school activities (Field Trips).

• The Contractor’s nursing staff will provide daily one-on-one (1:1) nursing and related services to students with complex health needs. The number of nurses will be adjusted as necessary to effectively meet the needs of the student population.

• The Contractor’s staff shall perform specified duties and services under the specific supervision of the Contractor’s RN Supervisor and general supervision of HCPS’ ESE and School Health Services Department.

• The Contractor agrees to, if requested by HCPS, provide nursing services for Extended School Year sessions (Summer School) and after school programs.

• Bilingual capability in one or more of the following areas is preferred but not a requirement: English/Spanish, English/Haitian Creole, or English/French is a plus.

Request for Services. HCPS intends to interview all RNs and LPNs prior to placement. Following Board award, prequalified vendors shall receive an email notification requesting to interview nurses for available positions. The Contractor shall respond to the email within 48 hours with their intent to provide eligible candidates for interviews. All candidates must meet the Minimum Requirements for Nursing Staff as specified in Section 1.6.1.

Repeated failure to provide nursing staff to HCPS may result in removal from the list.

HCPS reserves the right to decline to utilize any proposed nurse and to request an assigned nurse be removed from the assigned position at any time deemed to be in the best interest of HCPS and the student. The Contractor will have 48 hours in which to propose a replacement nurse. Should the Contractor be unable to provide an acceptable replacement, HCPS reserves the right to request to interview nurses from the next-highest-ranked Contractor.

1.7.2 Agency Responsibilities. The Contractor shall be prepared to provide the services herein immediately upon award in order to begin providing services to students under this Agreement. The agency selected to provide the services must be able to provide qualified, active licensed in good standing RNs and LPNs in sufficient numbers to accommodate the service needs of HCPS. The Contractor agrees to:

• meet, upon request, with HCPS staff to monitor effective coordination between HCPS and the Contractor (related to the provision of the Agreement); and

• provide written evaluations to HCPS upon request. An employee observation form (either presently used by the vendor or jointly developed) must be completed on each individual annually. Any employees receiving less than satisfactory evaluations or with work related concerns must be disclosed to the Supervisor of ESE and School Health Services or designee; and

• provide supplies relative to the safety and protection of their employees. Specific supplies such as sterile catheterization kits or equipment such as suction, durable goods and other life-saving supplies for the student are the responsibility of the parent or guardian. Basic school health supplies and disposable gloves are available from the school’s health room.

• inform their employee(s) about the specifics of the School District’s calendar including holidays, camps and Extended School Year (Summer School) programs; and

• provide nursing services at designated school and/or affiliated locations (i.e. field trips) throughout Hillsborough County; and

Hillsborough County Public Schools Page 6 of 51

• provide designated hours of service, but not to exceed 37.5 hours per week for direct student services.

Extension of maximum hours requires prior approval from an HCPS-designated representative. The Contractor must be able to work according to the district school nurse's calendar days and hours.

• obtain JLA clearance for any nurses assigned and provide nurses to HCPS who are in good standing with the Florida Board of Nursing. Maintain copies of the nurses’ current licenses and provide a copy of the nursing license to HCPS’ School Health Services; and

• maintain copies of the nurses’ continued education documentation as required by the Florida Board of Nursing;

and

• provide substitutes for any assigned staff that are on leave, and give prior notification of such to HCPS; and

• bill Medicaid as the first insurer for evaluation and services for Medicaid eligible students when applicable.

Payment for each student will be reviewed individually; and

• provide a monthly invoice for services for each site, specifying the names of service providers, dates of service, beginning and ending hours, and the services provided weekly. Invoice must contain details of the hours billed to Medicaid and hours billed to HCPS; and

• ensure timesheets include service provider name, student, school, and hours worked must be attached to document services provided. Invoices will be clearly marked as to whether services occur during the regular school day, or as a function of a field trip; and

• bill only for actual hours worked. Hourly fee shall be inclusive of all costs incurred in the provision of services.

There shall be no additional charges such as mileage, travel, or overtime unless pre-approved by HCPS; and

• HCPS does not pay holiday rates and overtime; and

• must obtain HCPS’ approval before invoicing for any work performed during after-school hours due to an emergency, which must be billed accordingly; and

• bill for services for regular students’ school day shall be no more than 15-minutes before and after school day or scheduled service. School day begins at bus pick up and bus drop off for students requiring nursing services during HCPS’ provided transportation. Time sheets will be rounded to the quarter hour and any reason (i.e. late bus) for extension past the scheduled time recorded on the time sheet.

1.7.3 RN and LPN Requirements.

• Contacts require basic courtesy, tact, and effectiveness in dealing with others, and include contacts to request or provide information, ask questions or obtain clarification. Work is semi-routine where procedures or precedents cover tasks, and although patterned, some latitude is permitted to consider and choose the most appropriate technique, method, or procedure to follow. While most work is performed in the classroom setting, some work may be performed in a school/clinic environment.

• All LPNs must work under the supervision of the agency’s RN. It is expected that the LPN knowledge and experience involve the administration of prescribed medications and injections, and operation of standard medical equipment such as glucometer, nebulizer, suction equipment, IVAC, K-Pump, oxygen equipment, and related equipment.

• Physical demands consist mainly of standing for extended periods of time, feeding and providing daily care for children, using medical equipment and devices on an ongoing basis, and occasionally lifting and moving children.

Administrative supervision will be received from the school principal, school nurse and agency registered nurse to which the agency nurse is assigned or an HCPS designated representative. Work will be reviewed for compliance with established medical procedures and HCPS policies.

• Nurses shall provide services within school hours including transportation time as requested by HCPS.

• When students require a nurse on the bus, the nurse will either begin or end their day at the student’s home or meet the bus at the school bus compound.

Hillsborough County Public Schools Page 7 of 51

• Maintain records required by HCPS in compliance with the school health program. These may include, but not limited to, daily and weekly logs/service counts, any HCPS-required school health forms, IEPs, 504 plans, release of information related to delegated medical care, physician authorizations for medications and services utilized within the school health program, plans of care and other records. These records shall be available for review by HCPS personnel.

• Follow the procedures of the assigned school site regarding requirements for signing in and out, receiving/making phone calls, etc. Nurses must wear a Hillsborough County Public Schools photo identification badge during contracted work hours. The Contractor’s nursing staff is required to perform the following student reports:

o prepare time logs, health service counts, nursing assessment reports, and other written records in the form and manner deemed appropriate by HCPS’ school health program. Samples of these types of reports used with other clients are to be submitted with proposal and will be adapted to HCPS’ school health program requirements; and o maintain student health records as required by HCPS’ school health program. These records will contain, but not limited to, nursing care records, progress notes, IEP goals, 504 accommodations, treatment plans, physician’s authorization for medications and services, and reports to physicians; and o secure students’ health records and store in a location to be specified by HCPS; and o execute records in such a manner to be acceptable to Medicaid for eligible students.

• Nurses employed by the Contractor shall perform the following services for students who have been determined eligible for a specially prescribed program of medical care:

o expertise in providing nursing services within a school setting and be cognizant of academic expectations for students with health conditions; and o provide continuity of care by ensuring the same nurse follows students throughout the school year within the classroom, designated health office or other specific locations; and o follow health care plans as designated by HCPS, be consistent with the goals of the Individual Care Plan and/or 504 Plan and support of the student’s parent/guardian; and o assist with student’s transportation support to and from school and at school activities, such as field trips; and o coordinate with the schools’ principal or designee, ESE and nursing staff, consulting physician, and other schools district administrators to facilitate appropriate care of students with complicated health needs in compliance with the Nurse Practice Act.

o review the School Health Services Policies and Procedures, sign and fax acknowledgement to the Supervisor of School Health Services.

o provide temporary nursing service at specified school sites for students requiring specialized nursing service.

o report to the School Nurse, Principal/designee for consultation regarding facility, equipment, records, schedules, and requirements for monitoring students.

o review records and schedules of students requiring medication and/or specific medical procedures during the school day.

o maintain and record all necessary medical information and records in designated areas required by the Nurse Practice Act, state law and HCPS policy.

o Nurses must possess good communication skills. Ability to establish and maintain working relationships with students, parents, and other staff members.

o must possess the physical ability to lift, move and position students for procedures and transporting.

Hillsborough County Public Schools Page 8 of 51 o ability to conduct inventory and order supplies as needed.

• Under the direction of an RN, an LPN may provide nursing services to students with medically complex health needs.

• Work requires knowledge of the principles of practical nursing in providing nursing services for medically fragile children which is learned through specialized training.

• Other appropriate duties as assigned.

1.7.4 Medically Fragile Children. The Contractor must perform the following:

• Complete HCPS’ specialized training regarding the needs of medically fragile students.

• Monitor student’s health status throughout the day.

• Demonstrate knowledge of the principles, techniques, and procedures in providing nursing services for medically fragile children.

• Demonstrate knowledge of childhood illnesses.

• Nurses must have current CPR and first aid certification.

• Demonstrate thorough knowledge of medical terminology and common medications.

• Administer prescriptions and non-prescription medication to students in accordance with applicable laws and directives, following guidelines described in school health policy manual.

• Perform designated routine non-invasive and invasive procedures as established by physician orders.

• Administer gastric tube feedings and breathing treatments as prescribed by health care provider.

• Perform diabetic glucose monitoring, urinary catheterizations, tracheotomy care and suctioning as prescribed by health care provider.

• Skills in the use of nebulizer, catheters, IVAC and K-pump gastric and nasogastric feeding equipment, and related medical equipment.

• Ability to initiate appropriate emergency measures.

1.7.5 Service Level. HCPS shall provide the Contractor a list of needs and/or changes for services. The Contractor shall provide the requested service levels within 48-hours of email notification. If HCPS reduces the level of service for a student, HCPS staff will provide written notice of the reduction changes.

If the Contractor’s RNs or LPNs miss work for any reason, it is the Contractor’s responsibility to provide a replacement nurse immediately without disruption or delay in nursing services.

The intent of this contract is assisted in the recruitment and retention of nurses for HCPS, therefore noncompete contractual services will not be accepted as part of this bid process.

1.7.6 Confidential Student Information. All persons supplied by the Contractor pursuant to this Agreement will be familiar with the obligations imposed by Family Educational Rights and Privacy Act “FERPA” and will at all time during which they are providing service will comply with that law as well as all other Federal, State of Florida and other laws relating to confidentiality.

1.7.7 Nature of Relationship. Nothing in this competitive solicitation shall be construed to create the relationship of principal and agent, or employer and Employee, between HCPS and the Contractor.

1.7.8 Relationships of the Parties. The Contractor is an independent contractor and not an employee, agent, partner, or joint venturer of HCPS. The Contractor shall have no authority over HCPS. The Staff provided by the Contractor shall be deemed employees or contractors of the Contractor, and the Contractor shall be solely responsible for their supervision, direction, compensation, and any required benefits.

Hillsborough County Public Schools Page 9 of 51

1.8 COMPLIANCE WITH REQUIREMENTS.

The Proposer must respond to the following by placing a checkmark on the appropriate box.

Scope of Services The Contractor shall provide the service requirements as stated herein.

Yes, Will

Comply

No, Cannot Comply or

Provide

The Contractor shall provide nursing care and sample care plans as required by this solicitation. Provide “sample” care plans used by Proposer with their clients with this proposal.

Medicaid Billing and Documentation. The Contractor shall bill Medicaid for healthcare services for medically fragile Medicaid eligible students assigned to them. Awardee(s) shall submit required documentation to obtain Medicaid approval from the appropriate approver immediately upon accepting the nursing assignment with a medically fragile Medicaid eligible student. The Contractor shall execute records in such a manner to be acceptable to Medicaid for eligible students.

The Contractor shall provide a weekly invoice for services for each site, specifying the names of service providers, dates of service, beginning and ending hours, week number and the services provided. Invoice must contain a breakdown of hours billed to Medicaid and hours billed to HCPS.

Sample Reports and Documentation. The Contractor shall maintain, and store medical records as agreed upon by HCPS. These records will contain, but may not be limited to, attendance records, all records associated with Medicaid claiming requirement, student medication log progress notes, goals, plans of treatment and reports to and from physicians. Progress notes must reflect true intervals for services rendered. Progress notes should be submitted weekly with invoices.

Staff Development. The Contractor will describe, in detail, their plans to provide training and development regarding Board policies and school’s health issues to their staff. The Contractor will, at a minimum, send a representative to the HCPS health services workshops at least twice annually.

Healthcare Services for the District. The Contractor shall provide nursing services to various locations throughout Hillsborough County designated by HCPS within the school or center’s operating hours. Nursing Services shall be provided to all students on/off school site when requested by HCPS staff. The Contractor must have a backup plan to provide coverage in the absence of their healthcare staff.

HCPS will not accept, from the Contractor, denial of medical or educational assistance due to the location of students, lack of adequate staffing, diagnosis of student or other types of preventable excuses.

Request for Services. The Contractor will receive a request to provide services from HCPS. The Contractor shall respond to this request within 48 hours as stated herein.

Pediatric Healthcare Professional. The Contractor must provide a pediatric licensed nursing professional to any HCPS school or center when an HCPS employed Exceptional Student Education (ESE) nurse is absent.

Services. The Contractor shall perform specified duties and services under the general supervision of school or center’s personnel. These duties may include, but are not limited to:

Hillsborough County Public Schools Page 10 of 51

a) Care for students with chronic health conditions. (For example, Diabetes, Asthma, Hypersensitivity- Allergies, etc.

b) Administering medication – includes insulin, insulin pumps, etc.

c) AED/CPR/First Aid

d) Administration of emergency medication (for example, Epi-Pen, Glucagon, Diastat, etc.)

e) Nebulizer treatments

f) Catheterization

g) Changing dressings

h) G-Tube feeding

i) Tracheotomy care

j) Suctioning

k) Caring for ventilator dependent children

l) Training HCPS staff in various health procedures

m) Use and administer oxygen

n) Care of ventilator dependent children

o) Training HCPS staff in various health procedures

p) Case management of students with healthcare conditions

q) Development of Individual Student Health Care Plans and Emergency Action Plans

r) Meet State requirements of the School Health Plan

s) Provide orientation and updates on HCPS policies and procedures to Awardee licensed and unlicensed assistive personnel

t) Adhere to all HCPS Policies and Procedures for Healthcare Services

u) Comply with all State and HCPS Core Health Services requirements

AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS ORGANIZATION, UPON ACCEPTANCE BY HCPS OR AWARD BY THE BOARD, SHALL COMPLY FULLY WITH THE REQUIREMENTS IN THIS SECTION.

Signature

Title

Print Name

Date

Hillsborough County Public Schools Page 11 of 51

1.9 CUSTOMER SUPPORT SERVICES

The Contractor must have a physical office location within Hillsborough, Pinellas, Pasco, or Polk County to enable face-to-face weekly and/or monthly meetings or if an emergency meeting is required. In addition, the Contractor must provide timely placement of nurses to provide nursing services (within 48 hours of initial request). The nurses providing nursing services must be supervised by the Contractor's RN supervisor for both the ESE and School Health Services Departments' contracted nurses. Any nurses engaging in unprofessional conduct must be removed immediately and replaced within 48 hours.

Emergency Contact Name: _________________________________

Title: ___________________________________________________

Telephone: ________________________ Cell #: _________________________Fax: _________________________

E-Mail Address: _______________________________________________________________________________ Address: _____________________________________________________________________________________

1.10 QUESTIONS TO VENDORS

In your proposal, please provide answers to the following:

• How many local Hillsborough County and adjacent counties who meet the minimum requirements as stated in Section 1.6.1, will you have available on December 16, 2025 to start staffing HCPS sites?

RN’s _______________________

LPN’s ______________________

• If awarded, how many more qualified staff will you hire to meet the immediate RN and LPN staff needs of HCPS?

RN’s _______________________

LPN’s ______________________

• Do your employees sign a non-compete clause? Yes_______ No _______

If yes, list details:

• Does your firm charge a recruitment fee? Yes______ No__________

If yes, explain and list the amount of the recruitment fee charge.

• Are you able to bill Medicaid and other Florida insurance carriers for nursing services? Yes_____ No_____

• Provide your firm's policy regarding quality assurance/control. As part of the interaction between the firm and HCPS. This section will address the Evaluation Committee's overall rating of the Proposal including, but not limited to, readability and the Proposer’s understanding of HCPS' needs.

1.11 PRICE/RATE PROVISIONS

All prices, costs, fees, and charges offered herein shall be firm against any increase for the initial term of the Agreement, unless mutually agreed upon or as stated otherwise in this solicitation or its addenda. The Contractor is responsible for notifying Procurement Services at least 60 days before any anticipated price changes. Any request for changes requires the submittal of bona fide manufacturer's documents, including but not limited to Producer Price Index information, Hillsborough County Public Schools Page 12 of 51

Consumer Price Index for the affected market, industry, commodities, and/or manufacturer’s price list. Surcharges are disallowed unless the above conditions are met. HCPS reserves the right to accept or reject, within 30 days. If HCPS denies the request for a price change, said items will cease to be ordered.

Hillsborough County Public Schools Page 13 of 51

2 PROPOSER INSTRUCTIONS

This solicitation will comply with all applicable HCPS policies and federal, state, and local laws and regulations. HCPS reserves the right to qualify proposals that HCPS deems to meet the qualifications listed in this solicitation. HCPS, at its sole discretion, reserves the right to cancel, recall, or reissue all or parts of this solicitation, to reject any proposal, to waive any formality and irregularity, or to re-advertise the identical or revised specifications. HCPS may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the services described in this solicitation. This solicitation does not obligate HCPS to enter into a contract or reimburse any Proposer for costs incurred in preparing and submitting a proposal or anticipating a contract. Furthermore, HCPS may:

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

• reject any or all proposals; or

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

• cancel the entire solicitation; or

• remedy solicitation errors; or

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

• appoint an evaluation committee to review the proposals; or

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

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

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

• accept other than the lowest-priced proposal; or

• waive informalities and irregularities in the Proposals; or

• award a contract without discussions or negotiations; or

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

2.1 DEFINITIONS.

The following terms shall have the following meanings.

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

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

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

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

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

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

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

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

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

2.1.10 Request for Proposals (“RFP”). A written solicitation for competitive sealed proposals. The request for proposals is used when it is not practicable for HCPS to specifically define the scope of work for which the commodity, http://www.myvendorlink.com/

Hillsborough County Public Schools Page 14 of 51 group of commodities, or contractual service is required and when HCPS is requesting that a responsible vendor propose a commodity, group of commodities, or contractual service to meet the specifications of the solicitation document.

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

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

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

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

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

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

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

2.3 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

HCPS will post all solicitations and supporting documents on VendorLink. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. Each Proposer must have a vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation.

Additionally, to conduct business under this solicitation, HCPS requires that all its Contractors have a current vendor application on file with www.myVendorLink.com. HCPS may rescind an award for failure to comply with this condition.

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

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

2.4 PROPOSAL SUBMITTAL

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

Lobbying/Cone of Silence. Board Policy #6320: The Cone of Silence prohibits any communication regarding an active solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party, unless permitted in this section. Any Board member, the Superintendent, Evaluation Committee Member, or any HCPS employee is prohibited from having any communications concerning a solicitation for an active competitive procurement during the Cone of Silence period. Any party, representative, or lobbyist of that party is prohibited from having any communications concerning an active solicitation for a competitive procurement with any Board member, the Superintendent, any Evaluation Committee Member, or any other HCPS employee during the Cone of Silence period, Hillsborough County Public Schools Page 15 of 51 regarding a solicitation for a competitive procurement. Communication by any party, representative, or lobbyist of that party, regarding an active solicitation found to violate this section may result in the rejection of their proposal and may include further sanctions. Any communications, including but not limited to matters of process, procedure, or protest, must be submitted in writing and directed to the assigned procurement officer. The Cone of Silence period shall take effect and remain in effect from the time of the solicitation's release until the Board awards the contract. At the time of issuing the solicitation, the Superintendent or designee shall provide public notice of the Cone of Silence and include this notice in any advertisement or public solicitation for commodities and contractual services, stating the requirements of this section. Unless expressly provided otherwise in the applicable solicitation document, the Cone of Silence does not apply to:

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

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

• Oral communications during any duly noticed Board meeting.

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

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

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

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

Failure to comply with these requirements may result in HCPS deeming the proposal non-responsive.

2.4.5 Uploaded Proposal Format. The proposal must be submitted electronically and organized to ensure comparability and consistency in the evaluation process. Avoid elaborate promotional materials and provide only requested information. All supporting materials should reference the portion of this solicitation to which they pertain.

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

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

2.4.8 Missing Attachments/Documents. The proposal must include all required attachments and requested documentation. HCPS will neither review nor acknowledge receipt of a proposal before the due date and time. HCPS cannot accept any missing documents after the due date unless HCPS deems the missing document as non-material to the proposal evaluation. All missing documents must be submitted to the Procurement Officer within 72 hours of the submitted request, excluding Saturdays, Sundays, and state holidays. All communications between Procurement Services and the Proposer shall be via email. HCPS shall not be responsible for emails that are directed to a Proposer’s spam folder.

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

2.4.10 Public Inspection of Proposal. HCPS will provide a Proposer’s representative with written notice if a public records request has been made for a confidential portion of their proposal in response to this solicitation. HCPS will provide for the inspection or copying of any non-exempt portions of any proposal in its possession, as required by applicable law. If a Proposer wishes to preclude the inspection or copying of any non-exempt portions of its proposal or if a dispute exists as to whether such portions are entitled to an exemption, the Proposer must obtain a protective order from a court of competent jurisdiction prohibiting the inspection or copying of the requested materials. The failure to initiate such legal proceedings on time shall constitute a waiver by the Proposer of any applicable exemption or confidential status of the requested materials. By submitting a proposal in response to this solicitation, the Proposer

Hillsborough County Public Schools Page 16 of 51 agrees to waive any cause of action or claim for damages it may have against HCPS for its release of records in response to a public records request, except for those that are prepared and labeled as confidential or exempt as described in this section. The Proposer agrees to hold HCPS harmless from any award to a plaintiff for damages, costs, or attorney’s fees based upon HCPS’ non-disclosure of portions of the Proposer’s response that have been prepared and labeled as confidential or exempt from public inspection and further agrees to reimburse HCPS for any attorney fees and costs it may incur in the defense of such non-disclosure.

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

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

• Include the name and address of all parties to the joint proposal.

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

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

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

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

2.5 EVALUATION PROCESS

Procurement Services shall forward only those on-time proposals to the assigned HCPS Evaluation Committee (the “Committee”) for…