25528-RFP-DST_Substitute_Teacher_Services_.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

September 30, 2025

REQUEST FOR PROPOSALS (RFP)

25528-RFP-DST SUBSTITUTE TEACHER SERVICES

LAST DAY FOR TECHNICAL QUESTIONS

Tuesday, October 14, 2025, at 12:00 PM

PROPOSAL DUE DATE AND TIME

Tuesday, October 28, 2025, at 3:00 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.

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

Hillsborough County Public Schools Page 2 of 47 Request for Proposals: 25528-RFP-DST Substitute Teacher 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

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1 SCOPE OF SERVICES

1.1 BACKGROUND

☒ Replacing an expiring solicitation: RFP #19213-DST-IV Substitute and International Teacher Services

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 $50,000,000.00.from District, State and Federal source.

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 be automatically renew for up to seven (7) 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.

Please provide any additional pricing incentive to the District if the renewal terms were altered, however not to exceed 8 years.

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 has a current awarded bid with Kelly Services.

1.5 WHY IS THIS NEW SERVICE NEEDED

Hillsborough County Public Schools, FL (herein “Lead Public Agency”) on behalf of itself and the GOVMVMT Purchasing Cooperative, the members of the Advisory Council and all states, local governments, school districts, and higher education institutions in the United States of America, and other government agencies and nonprofit organizations (herein “Participating Public Agencies”) is soliciting proposals from qualified firms to enter into a Master Agreement(s) for a complete offering of Substitute Teacher Services, to support elementary, middle and high schools in a variety of subjects and grade levels. Interested firms will execute and submit all information in accordance with the RFP’s Proposal Submission Requirements and Instructions. The solicitation may result in an award to multiple contracts.

1.6 TASKS AND DELIVERABLES

1.6.1 SUMMARY & SCOPE OF NATIONAL COOPERATIVE

Hillsborough County Public Schools (herein “Lead Public Agency” or “HCPS”) on behalf of itself and all states, local governments, school districts and higher education institutions in the United States of America, and other government agencies and nonprofit organizations (herein “Participating Public Agencies”) is soliciting proposals from qualified suppliers to enter into a Master Agreement for a complete offering of Substitute and Exchange Program Teacher Services (herein “Services”).

1.6.1.1 OBJECTIVES

1. Provide a comprehensive competitively solicited and awarded Master Agreement offering Services covered by this solicitation to Participating Public Agencies.

2. Establish the Master Agreement as the Supplier’s primary offering to Participating Public

Agencies.

3. Achieve cost savings for Suppliers and Participating Public Agencies through a single competitive solicitation process that reduces the Supplier’s need to respond to multiple solicitations and Public Agencies’ need to conduct their own solicitation process.

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4. Combine the aggregate purchasing volumes of Participating Public Agencies to achieve cost- effective pricing.

5. Reduce the administrative and overhead costs of Suppliers and Participating Public Agencies through state-of-the-art ordering and delivery systems.

1.6.1.2 GENERAL DEFINITION OF SERVICES

It is the intent of Hillsborough County Public Schools to establish a contract with one or more reputable, experienced, and skilled Contractors to provide the District and Participating Public Agencies with Substitute & Exchange Program Teacher Services as needed. Specifically, HCPS is seeking proposals from providers that can reliably provide properly screened, qualified substitute teachers to each of the school’s campuses and a turn-key exchange program for visiting educators to teach at participating schools and in a manner that complies with the requirements of this RFP and applicable legal requirements.

1.6.1.3 GOVMVMT PURCHASING COOPERATIVE

GovMVMT Purchasing Cooperative (herein “GovMVMT”) assists Participating Public Agencies to reduce the cost of purchased goods through strategic sourcing that combines volumes and the purchasing power of public agencies nationwide. This is accomplished through an award of competitively solicited contracts for high quality products and services by large and well recognized public agencies (herein “Lead Public Agencies”). The contracts provide for use by not only the respective Lead Public Agency, but also by other Participating Public Agencies.

Innovative Government Services Association

Innovative Government Services Association (IGSA) is designed to provide best-in-class competitively bid contracts to public and nonprofit agencies. The founders have a long history of providing successful programs and services in these sectors and founded IGSA to continue the non-profit mission of providing value-added programs and services while giving back to the communities that we live and work in.

GovMVMT is IGSA’s premier national cooperative purchasing program designed exclusively for public agencies and nonprofits.

1.6.1.4 Participating Public Agencies

The Supplier(s) must communicate directly with any Participating Public Agency concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing, payments, etc.

The Lead Public Agency is acting as a “Contracting Agency” for the Participating Public Agencies and shall not be held liable for any costs, damages, expenses, fees, liabilities, etc. incurred by any other Participating Public Agency.

Participating Public Agency releases Lead Public Agency, GovMVMT, and any other Participating Public Agencies, including their respective agents, directors, employees, or representatives from any acts, liabilities, damages, etc., incurred by Participating Public Agency.

Use of the Master Agreement by any Public Agency is preceded by their registration with GovMVMT as a Participating Public Agency in the GovMVMT Purchasing Cooperative program.

Registration is accomplished by Public Agencies entering into a Master Intergovernmental Cooperative Purchasing Agreement (MICPA). MICPA outlines the terms and conditions that allow access to the Lead Public Agencies’ Master Agreements. Under the terms of the MICPA, the procurement by the Participating Public Agency shall be construed in accordance with, and governed by, the laws of the state in which the Participating Public Agency resides. A copy of MICPA is attached as ‘Exhibit D’ of Section 8.0 GovMVMT Compliance Document.

By using the Master Agreement, any such Participating Public Agency agrees that it is registered with GovMVMT, whether pursuant to the terms of the MICPA or as otherwise agreed to. The terms and pricing established in the resulting Master Agreement between Supplier and the Lead Public Agency will be the same as that available to Participating Public Agencies through GovMVMT.

1.6.1.5 Estimated Volume

The estimated dollar volume of Products and Services purchased under the proposed Master Agreement is One Hundred Million Dollars ($100,000,000) annually at contract maturity. While no minimum volume is guaranteed to the Supplier, Hillsborough County Public Schools Page 5 of 47 the estimated volume is based on the current annual volumes of the Lead Public Agency and other Participating Public Agencies that are anticipated to utilize the resulting Master Agreement to be made available to them through GOVMVMT as well as through volume growth into other Public Agencies employing a coordinated marketing approach between Supplier and GOVMVMT.

Marketing Support

GOVMVMT provides marketing support for each Supplier’s products through the following:

1. Sales and marketing personnel that directly promote the GOVMVMT Suppliers to Participating Public Agencies through public agency meetings, webinars, direct mail, email, online and print advertising, social media, articles, and exhibiting and presenting at national and local trade shows.

2. GOVMVMT provides Suppliers government sales training, and a host of online marketing and sales management tools to effectively increase sales through GOVMVMT.

1.6.1.6 Multiple Awards

Multiple awards may be issued as a result of this solicitation. Multiple awards will ensure that any ensuing Master Agreements fulfill current and future requirements of the diverse and large number of Participating Public Agencies.

The Lead Public Agency reserves the right to award the contract locally and/or nationally in the aggregate, by section, multiple awards, primary, secondary, and tertiary, whichever is in the best interest of the Lead Public Agency and Participating Public Agencies because of this solicitation.

Evaluation of Proposals

Proposals will be evaluated by the Lead Public Agency in accordance with, and subject to, the relevant statutes, ordinances, rules, and regulations that govern its procurement practices.

Other Participating Public Agencies will assist the Lead Public Agency in evaluating proposals. The Supplier(s) whose response(s) affirmatively meets the requirements of this Request for Proposals and provides the best overall value will be eligible for a contract award. GOVMVMT reserves the right to make available or not make available Master Agreements awarded by a Lead Public Agency to Participating Public Agencies.

1.6.1.7 Cost Proposal Instructions

Provide Cost/Best Value, the percentage mark-up and bill rate for Substitute Teachers, Excel sheet provided via VendorLink.

1.6.2 SCOPE OF WORK

Proposer must complete this section in its entirety and may supplement this section with additional pages as to provide HCPS with a detailed explanation, backup and/or options of related costs associated with the goods and services solicited in this ITN. Historical record of teacher absences:

Total Absences

2022-2023 227,353 2023-2024 236,047 2024-2025 250,866

The first day of the 2026/2027 school year is August 10, 2026.

This section identifies the services and levels of performance that are desired by HCPS. Proposer must indicate a response to ALL service requirements and specifications contained in this Section in the order listed using the same numbering system. Proposer’s inability or denial expressed in a proposal, or omission in the proposal, to offer to comply or conform with the technical requirements of this section of the ITN may result in deductions in the allocation of points by the Evaluation Committee. HCPS seeks proposals from responsive and responsible vendors for the provision of the Services, below. The Contractor shall:

• recruit, screen, hire, train, place and track substitute teachers and paraprofessionals; and

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• provide a detailed training program for substitutes and highly qualified paraprofessionals to complete prior to placement in HCPS; and

• ensure that all staff placed in HCPS shall be properly credentialed, cleared via appropriate background checks, to provide substitute teacher or paraprofessional services in accordance with all applicable laws; and

• provide a web-based substitute placement and absentee management system and automated time clock, to which, HCPS shall have unlimited access; and

• inform HCPS of the proposed reporting platform and related training to HCPS; and

• share the number of staff members employed to handle the volume and timeliness of substitute placement; and

• reply to all inquiries made by HCPS’ contact person within one (1) business day; and

• identify and track peak days; and

• share recruiting effort information and methods to assist in the preparation of substitutes for certification; and

• share incentive program information offered to substitutes

• provide weekly invoices

1.6.2.1 Reporting Services: Contractor shall provide weekly reports to the Superintendent of Schools, or designee to optimize productivity and efficiency for HCPS. The Contractor shall determine the reports but must include no less than the following:

• active substitute teachers; and

• total filled absences and vacancies; and

• fill Rates, as a percentage; and

• customized weekly and monthly fill rate reports; and

• number of active substitutes with an Associate degree or higher; and

• absences filled with a BA/BS degreed substitutes; and

• incident reporting rating; and

• principal/administrator survey results (very satisfied, satisfied, neutral, dissatisfied, very dissatisfied); and

• substitute coverage usage by schools, learning communities, approved extended coverage requests, coverage of vacancies; and

• cost comparison analysis year over year.

• The system must be able to export data related to the teacher's absences in an automated process using secure

FTP to our time and attendance system.

Provide appropriate transport for any substitute identified as under the influence of any narcotic or mood-altering substance.

1.6.2.2 Implementation Plan: Provide a detailed implementation plan for the provision of services.

1.6.2.3 Comprehensive Services: The selected business solution will enable the Contractor to:

• maintain data of all substitutes; and

• bear the responsibility for the fingerprinting and drug testing of its substitutes. Contractor shall solely determine whether to forward the fingerprinting cost to the substitute. Fingerprints must be submitted specifically for Hillsborough County Public Schools and obtain HCPS’ clearance prior to the assignment of a substitute; and

• with HCPS perform a daily transfer of teacher profiles; and

• maintain data analytics of each substitute’s pay rate; and

• utilize an automated scheduling system to manage the substitute scheduling for coverage and payroll purposes; and

• implement an automated timekeeping system where substitutes will enter their time worked; and

• compensate substitutes on a weekly basis, in accordance to the substitute’s pay rate; in addition to conforming to all applicable employee compensation requirements; and

• generate invoices based on approved substitutes’ time worked (payments must be linked to the existence of certificate of absences or approved vacancies); and

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• responsible for Workers’ Compensation of its employees/reporting to HCPS, as requested; and

• maintains data of substitutes removed from specific schools and/or ineligible for substituting by HCPS; and

• follow HCPS’ process for investigating and managing concerns of possible substitute misconduct, performance issues, and incidents; and

• agree that, upon investigation, HCPS may have substitutes removed from this contract; and

• manage and comply with security identification procedure for substitutes arriving to an HCPS campus; and

• provide training for substitutes; and

• enable substitutes to acquire ESE training; and

• implement, with prior written HCPS approval, a method to periodically assess HCPS and administrator satisfaction with the provided substitutes.

1.6.2.4 Knowledge, Skills, and Abilities of the Substitutes: Each substitute must be competent in the provision of:

• assuming the duties of the regular classroom teacher promptly and in accordance with school rules; and

• implementing assigned lesson plan in a manner that ensures the integrity of academic time, motivates students to learn, and participate in the learning experience; and

• instructing students regarding a variety of classroom topics/courses of instruction pursuant to the assigned lesson plan; and

• assigning reasonable tasks and homework to students in accordance with the assigned lesson plan; and

• creating a classroom environment that is conducive to learning and appropriate to the maturity level and interests of the students; and

• addressing various learning styles of students accordingly; and

• maintaining and/or in the assistance of maintaining classroom control and foster a safe, positive environment, for all students and staff in accordance with school board policies and all applicable federal, state and local laws and regulations; and

• ensuring adequate supervision of students, remaining in the classroom, and monitor students at all times; and

• taking all necessary and reasonable precautions to protect equipment, materials, and facilities; and

• immediate reporting of student injury, accident, illness, and discipline problems to school administration or designee; and

• supervision of students in out-of-class settings (e.g., assemblies, lunchroom) as directed by a school administrator or designee; and

• utilizing current technology, as appropriate, to perform job functions and participates in training programs offered to increase technology skill level, job proficiency, current trends, and best practices relevant to the area of responsibility; and

• performing related duties as directed

1.6.2.5 Reciprocal Agreement: Any request by HCPS that workers currently on the substitute and temporary workers list be given preference in transferring to the Contractor’s employment will be honored for individuals who meet the Contractor’s hiring criteria.

1.6.2.6 Changes in Scope of Work: 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 contract.

If Contractor believes that a product or service is not within the scope of work of the contract, is a material change, or will otherwise require more compensation to contractor, Contractor must immediately notify the General Manager of Procurement Services in writing of this belief. If the General Manager of Procurement Services agrees that the product or service is within the Contract’s scope, as written, contractor shall continue providing the goods and services as changed and at the cost stated for the product or service within the scope. Contractor must assert its right to an adjustment under this clause within 30 days from the date of receipt of the written order.

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The General Manager of Procurement Services reserves the right to negotiate with 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.

The parties may not expand the Scope of Work beyond the terms on the issued purchase order without prior approval of the HCPS Project Coordinator. Contractor shall provide a written estimate of labor and materials to the requesting department within 24 hours for any contractual services beyond the quoted scope of work and purchase order. HCPS must provide Contractor an amended or additional purchase order prior to the provision of the additional goods and/or services. Verbal confirmation is not an acceptable as permission to proceed.

1.6.2.7 CUSTOMER SUPPORT SERVICES

Explain your organization’s policy regarding quality assurance/control. As part of the interaction between the firm and HCPS.

1.6.2.8 Employee Dress: Explain your dress policy while substitutes are on campus. Contractor shall be responsible for the appearance of all their working personnel assigned to a site (clean and appropriately dressed) at all times.

1.6.2.9 Questionnaire: Provide the following information.

• Specify company name and the services you provide.

• Provide a brief description of services & subject content.

• Provide the number of agency representatives that would be providing services for HCPS.

• Provide hours of operations.

• Provide a brief description of your availability and flexibility from award date.

• Explain how you would handle HCPS volume.

• Explain the communication process if/when substitutes are running late.

• Would a site have historical access to substitute(s) if they are requested for long term? Example: Site A needs a long-term substitute for a Math class. Would HCPS or site be able to retrieve substitute degree information for placement?

• Will HCPS have the ability to contact substitutes?

• Provide your process of handling peak period requests. Example, day before a holiday, 3-day weekend, etc.

• Provide emergency procedures.

• Is there any pending litigation or court action against your firm? If so, attach a brief description.

• you ever done business with HCPS in the past? Have you ever worked in any of the HCPS facilities? If so, attach a brief description.

• Provide a description of your commitment to customer service and support in regard to business with HCPS.

• Is Proposer already employed by HCPS?

• Are the representatives based in Hillsborough County? if not where?

1.7 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, 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.

[INTENTIONALLY BLANK.]

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SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL:

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

Contractor Name

Signature of Proposer’s Authorized Official Date

Name and Title of Proposer’s Authorized Official

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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, Hillsborough County Public Schools Page 11 of 47 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 12 of 47 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 13 of 47 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 further evaluation. HCPS will not evaluate non-responsive, non-responsible proposals. The Committee may consist of HCPS personnel and additional stakeholders who will review, discuss, and rank the proposals.

Procurement Services personnel will participate as facilitators. The Committee may deem additional Proposers as non-responsive or non-responsible and will not pursue further evaluation. Please note that HCPS reserves the right to:

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

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

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

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

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

o all required forms are signed, submitted, or obtainable; and o the Proposer meets the minimum requirements; and

Hillsborough County Public Schools Page 14 of 47 o whether the information provided is in the required sequence to simplify the comparison of proposals.

2.5.1 Evaluation Phase 1. The Committee will rank proposals based on the stated, summarized Weighted Criteria.

The award method will be based on a qualitative appraisal rating and ranking of responsiveness to this solicitation’s criteria, based on available point totals for each evaluation criterion, rather than a percentage factor. The Committee will evaluate proposals based on the criteria listed below. The requirements are itemized with their respective weights for a maximum of 100 points. A Proposer may receive the maximum points or a portion of this score, depending on the merit of its proposal, as determined by the Committee.

EVALUATION PHASE I: DESCRIPTION WEIGHT

Specifications/Scope of Work. 25

This section shall provide HCPS with information regarding the Proposer’s understanding of the required scope of work (tasks and service levels) and the vendor’s ability to provide deliverables within the required timeframe and (if applicable) submit an optimal timeline with milestone payment information for the completion of deliverables and provide optimal customer service.

Qualifications and Experience/Required Forms and All Signatures. 30

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

Cost/Value. 35

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

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

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

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

EVALUATION PHASE II: DESCRIPTION WEIGHT

Specifications/Scope of Work. 25

This section shall provide HCPS with information regarding the Proposer’s understanding of the required scope of work (tasks and service levels) and the vendor’s ability to provide deliverables within the required timeframe and (if applicable) submit an optimal timeline with milestone payment information for the completion of deliverables and provide optimal customer service.

Qualifications and Experience/Required Forms and All Signatures. 30

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

Cost/Value. 35

Hillsborough County Public Schools Page 15 of 47

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

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

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

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

Negotiations continue simultaneously until a ‘best and final offer’ is reached, resulting in a satisfactory agreement.

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

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

• Office of Supplier Development certified small business vendor.

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

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

• Florida-certified small/business.

• Business located in Hillsborough County.

• Businesses receive a more significant dollar award for other items within the bid.

• Business located in Florida.

• A flip of a coin.

2.6 AWARD

2.6.1 Award by Group, Category, Area, or Item. As deemed to be in its best interest, HCPS reserves the right to make award(s) by individual item, group of items, all or none, or a combination thereof on a geographical basis and an HCPS-wide basis with one or more Proposals; to reject any or all offers or waive any irregularity or technicality in Proposals received. The Proposer is cautioned to make no assumptions unless their Proposal has been evaluated as responsive.

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

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

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

(12) months from the date of the Notice of Rejection.

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

2.6.5 Additional Awardees. HCPS reserves the right to award…