25533-RFP_Paper_Products_P.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

January 16, 2026

REQUEST FOR PROPOSALS (RFP)

25533-RFP-DST PAPER PRODUCTS - STUDENT NUTRITION SERVICES (SNS)

BID BROADCAST DATE

JANUARY 16, 2026

LAST DAY FOR TECHNICAL QUESTIONS

JANUARY 30, 2026, at 12:00 PM

ADDENDUM DATE

FEBRUARY 02, 2026

PROPOSAL DUE DATE AND TIME

FEBRUARY 27, 2026, at 5:00:00 PM

TO BE SUBMITTED SOLELY VIA: WWW.MYVENDORLINK.COM

REVIEW DATE

MARCH 02, 2026

ESTIMATED AWARD DATE

JUNE 02, 2026

ESTIMATED START DATE

JULY 01, 2026

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 Funding Disclosure. This solicitation is funded by the United States Department of Agirculture (USDA) as part of an award totaling $5,800,000 (100%) with $ (0%) state, local, and/or non-federal sources.

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

Hillsborough County Public Schools Page 2 of 45 Request for Proposals: 25533-RFP-DST Paper Products – Student Nutrition Services (SNS)

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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Hillsborough County Public Schools Page 3 of 45

1 SCOPE OF SERVICES

1.1 BACKGROUND

☐ New Solicitation ☒ Replacing an expiring solicitation: RFP# 20126-DST-IV Paper Products – Student Nutrition 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 $5,800,000.

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

Student Nutrition Services (SNS) is currently utilizing RFP 20126-DST-IV Paper products - SNS. This contract expires on June 30, 2026, with no renewals.

1.5 WHY IS THIS NEW SERVICE NEEDED

HCPS aims to obtain proposals from qualified vendors to establish a “cost” plus fixed delivery fee annual contract for the delivery of paper products to cafeterias at approximately 219 school sies for use in the National School Breakfast and National School Lunch programs for Student Nutrition Services (SNS).

HCPS intends to establish a contract with the highest-ranked proposer(s) and expects to award this solicitation to a primary vendor.

1.6 TASKS AND DELIVERABLES

Hillsborough County Public Schools is seeking bids from qualified firms to establish a “cost” plus fixed delivery fee annual contract for the delivery of paper products to cafeterias at approximately 219 school sites for use in the National School Breakfast and National School Lunch programs for Student Nutrition Services (SNS). The work to be done under this contract 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.

1.6.1 Proprietary and logo products must be picked up and purchased at cost from the previous vendor. No fees for pick-up are allowed. All pick-ups must be completed by no later than June 22, 2026.

1.6.2 Once the contract expires, the incumbent vendor will allow the newly awarded vendor to acquire proprietary and logo products at cost without any additional fees.

1.6.3 Initial cost prices must be firm from the beginning of the contract term until December 30, 2026. At the end of the initial cost period and thereafter for every six-month period, prices may decrease or increase (refer to Section 1.6.28). Price changes are effective the first day of each six-month interval (July 1st and January 1st). A vendor cannot institute a price change without prior approval by the Student Nutrition Services (SNS) District Office.

1.6.4 HCPS reserves the right to change the number of schools/delivery locations during the contract period. Any new location shall be serviced at the same rate/cost proposal herein.

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Hillsborough County Public Schools Page 4 of 45

1.6.5 Average weekly dollar value of paper products per site is as follows:

Adult/Career Centers (3) $350.00

Alternative/Elementary Schools (127) $600.00

Elementary/Secondary-K8 (10) $700.00

Magnet/Middle Schools (45) $800.00

High Schools (33) $1,250.00

Silo Culinary Kitchen (1) $1,500.00

1.6.6 Annual Performance Review Plan: The parties shall conduct, at minimum, an annual review to discuss and monitor and evaluate ways of improving its day-to-day operation and achieving additional operational and cost efficiencies. Participants in such reviews shall include Student Nutrition Services staff together with other representatives from the distributor.

1.6.7 Contract Representative: The Contractor shall assign a contract representative who is responsible for handling all contract related issues. A local or toll-free phone number and a email address must be provided. The representative shall be required to be available Monday – Friday between 7:00 a.m. and 4:00 p.m.

Vendor’s Contract Representative: _____________________________________________________

Local or Toll-Free Number: (_____) _____________________________________________________

Email address: _____________________________________________________________________

1.6.8 Ordering: The Contractor is responsible for receiving and reviewing daily site orders;

coordinating the ordering and delivery of all orders to individual school sites; handle all invoice discrepancies; and managing day-to-day delivery issues.

1.6.9 Electronic Communication: The Contractor must be able to receive orders electronically.

Web based and proprietary-ordering systems will not be accepted. SNS uses a computerized back-office order software system. Individual school sites place their orders via our back-office software system six (6) business days in advance of delivery. The Contractor is responsible for tracking orders to ensure that all school sites have placed a weekly paper order. To assist the vendor in tracking orders, the SNS District Office can generate a “Missing Site Order” report daily based on the written delivery schedule submitted.

1.6.10 Individual Site Orders: Individual school site orders are electronically transmitted to the SNS District Office. The SNS District Office then consolidates and transmits orders to the distributor Monday – Friday. Orders will be exported to the distributor in a flat file, or any format needed, to the distributor’s email address daily. The export format is Fixed Width or ASCII comma-quote delimited.

The need to electronically transmit orders is very important to HCPS as it represents cost and time savings and eliminates error as well as being a currently accepted business-to business standard.

Proposers that are not currently capable of receiving orders electronically will be required to obtain this level of computerization prior to the first delivery.

• There will be no stipulation of minimum order for any bid item.

• Under no circumstances shall the Contractor sell unapproved items or items not on bid to school sites. Invoices for products not on bid shall not be paid unless previously approved by the SNS District Office.

1.6.11 Delivery: The Contractor must provide inside delivery to the various HCPS locations. See Attachment ‘C’ delivery locations.

1.6.12 Delivery Schedule During Regular School Year – Approximately 219 school sites will require once per week delivery. The Contractor will provide a written delivery schedule four (4) weeks prior

Hillsborough County Public Schools Page 5 of 45 to the beginning date of the contract. A school calendar will be provided to the Contractor upon award of Proposal.

1.6.13 Delivery Time Frames: During the regular school year, delivery timeframes will vary by site type and shall be completed between either 6:00 am - 2:30 pm, 6:30 am to 3:00 pm, or 7:30 am and 3:30 pm, Monday through Friday except school holidays or closing days.

• All orders must be delivered during periods when SNS employees are present.

• No deliveries are to be made before 6:00 am.

• Deliveries made outside established delivery time frames shall not be tolerated and may be reason for contract termination.

• Deliveries for SNS cannot be left with custodial or security staff.

1.6.14 Holidays and Closings: When school holidays/closings fall on a scheduled delivery day, deliveries shall be made on the next school day or the prior school day.

1.6.15 Campus Security: All delivery personnel must close and lock campus gates when entering, while unloading, and then close and lock them again upon leaving a school campus. In addition, delivery drivers are not allowed to prop back doors open to cafeterias when making deliveries. They must have an SNS employee stand by the back door and open and close it as they come in and out of the cafeteria to make the delivery. Repeated occurrences of delivery personnel failing to secure campus gates may result in contract termination.

1.6.16 Tinker K-8 School: Tinker K-8 school is located on MacDill Air Force Base. All access to the base is restricted in accordance with Homeland Security rules and regulations. Employees at Tinker Elementary are not allowed to leave the school site and go to the base gate to pick up products. Awarded vendor for SNS must have at least two (2) designated delivery drivers at all times that have a permanent pass issued by MacDill Air Force Base. Any pass fee(s) associated with this location shall be paid by the Contractor.

1.6.17 Delivery Schedule Changes: All delivery schedule changes must be submitted in writing, at least 2 weeks in advance, to the SNS District Office for approval prior to implementation.

1.6.18 Delivery Schedule - Summer School: During summer school, deliveries may be required in a shorter delivery window, depending upon the number of sites open and hours of operation. The Silo Culinary Kitchen may require daily delivery. A list of other school sites open during the summer program will be provided to the Contractor approximately three (3) weeks prior to the opening date of summer school deliveries. During summer school, open sites will require delivery once per week or every other week.

1.6.19 Delivery Acceptance: SNS employees are required to check orders at the time of delivery.

Delivery personnel shall cooperate with this process.

• Under no circumstances are orders to be delivered before the SNS Manager or designated representative arrives at the school or district site.

• Products may not be left on loading docks before school or other HCPS site hours.

• No school keys will be issued.

1.6.20 Sign-in/Sign-out Requirements: All delivery personnel, i.e. drivers and helpers, must sign in and out on the “Visitor’s Log” in the cafeteria at each school site at the time of delivery. Drivers and their helpers shall deliver merchandise into designated areas at each school. Drivers are not required to stow merchandise.

1.6.21 Product Condition: All products must be in prime condition at delivery and delivered clean and dry under sanitary conditions free of dirt, sand, or other foreign materials. Trucks must be equipped with backup warning signals.

1.6.22 Special Deliveries: Special or intermediate deliveries will be required if any bid item is out of stock or the vendor fails to deliver the product on a regular scheduled delivery; in that case re-

Hillsborough County Public Schools Page 6 of 45 delivery shall be made within 24 hours. If the vendor delivers an unsatisfactory product that is returned for credit, re-delivery shall be made within 24 hours.

1.6.23 SNS Invoice and Payment Requirements: HCPS complies with the Florida Prompt Payment Act (ss. 218.70-218.80). Invoice payment is Net 45 days from the date of delivery or the receipt of satisfactory invoice, whichever occurs last, unless invoices specify early payment discounts.

• All payments are based on signed and received invoices/delivery tickets. Invoices/delivery tickets must show product description, company name, product code numbers (if applicable), quantities delivered, unit cost and total cost and extended cost.

• The SNS Manager or designated receiver is required to verify total quantities ordered against total quantities received and condition of merchandise at the time of delivery. All invoice/delivery tickets must be signed by both the SNS Manager and the delivery person.

• Shortages, damages, etc. must be noted on each invoice/delivery ticket by the SNS Manager and signed by both manager and delivery person. If re-delivery is required, a separate invoice/delivery ticket shall be generated for the re-delivered product.

• Under no circumstances shall the Contractor sell unapproved items or items not on the bid to school sites.

• Awarded vendor will be required to submit an Excel file weekly to SNSinvoices@hcps.net for payment. The Excel file must include the school site number and name, customer number, delivery date, invoice number and invoice amount. SNS will supply the Excel template.

1.6.24 Credits: The Contractor shall agree to accept, for full credit, the return of any item received which is found by the SNS Manager to be defective in quality or defective in packaging to render the item unusable for its intended purpose.

Products rejected at delivery are to be credited by marking through the individual product on the original invoice/delivery ticket. Both the SNS Manager and the delivery person will initial the changes.

The SNS Manager will adjust the invoice/delivery ticket by subtracting the value of the rejected product from the total due. For price discrepancies or product found to be defective after the delivery, the vendor will issue a credit memo. The credit memo shall refer to the original invoice/delivery ticket number and be issued within five (5) business days of request.

1.6.25 Product Standards: When an approved brand is specified, it is not the intention of HCPS to discriminate against any “equivalent” product of another manufacturer, but it does define a minimum specification for the product. In the absence of approved brands, the Proposer should bid a manufacturer’s brand and code number that meets or exceeds item specification. Only one manufacturer’s brand and code number may be bid for each item.

1.6.26 Reporting Requirements: The Contractor must submit a monthly price and usage report, which will indicate total consolidated monthly usage for each item delivered. Approved monthly usage template form will be provided to the Contractor. The report must include the following:

product description, pack size, brand name, total quantities purchased (as purchased in their actual delivered unit – example: case or broken case unit), individual cost and total extended cost for each item. Reports must be submitted to the SNS District Office by the 15th day of each month for the previous month’s deliveries. Failure to do so may result in contract cancellation.

1.6.27 Quality Control/Recall: Quality Control Reports are an internal tool SNS managers utilize to communicate to the SNS District Office issues regarding items such as service, delivery personnel, quality of product, and contamination.

Quality Control Reports addressing contamination, or any other urgent issues must be responded to with immediate action and a subsequent written report. All other quality control reports will be forwarded to the vendor and the vendor must respond, in writing, within five (5) days of notification.

1.6.28 Food Safety & Recalls: Ensuring the safety of food and supplies is critical to HCPS. Manufacturers, distributors, and importers are expected to comply with all federal, state, and local laws and regulations regarding recalls and are liable if they do not. Recalls are an effective method of removing or correcting consumer products that are in violation

Hillsborough County Public Schools Page 7 of 45 of laws administered by the Food and Drug Administration. The Proposer shall have a process in place to effectively respond to a product recall, which should include the following objectives:

• Provide accurate and timely communication to HCPS regarding food recall.

• Ensure removal of unsafe products from school sites in an expedient, effective and efficient manner.

• Streamline the process for reimbursement and recalled products.

• Manufacturers must provide a copy of their food/product recall procedures with their Proposal.

• Proposer must provide with their Proposal a contact person, and a back-up contact person, who is responsible for handling food/product recalls.

1.6.29 SUBMITTAL OF COST PRICING

• Qualified distributors must propose unit costs on all bid items listed on the Price Response Sheets (Attachment A).

Distributor’s cost shall mean the district awarded price or otherwise the invoiced cost (net of any manufacturer’s promotional allowances reflected in the manufacturer’s invoice and not reduced by cash discounts, performance-based incentives and marketing fees for services provided to suppliers). Do not include the proposed delivery fee in your unit cost on the Price Response Sheets (Attachment A).

• Decimals and Rounding: Rounding of bid unit cost and total extended cost must be rounded to two digits. For instructions on completing the Price Response Sheets (Attachment A), refer to Instructions for Completing Price Response Sheets (Attachment B)

• Review of Cost Pricing: After the opening of the Proposals, school officials will review each item and its pricing.

Compliance with all instructions and specifications will be reviewed in order to ascertain that the offer is made in accordance with the terms of the request for this bid. School officials who find any errors in calculations will adjust the total extended cost figure accordingly. During the time the Proposal is being reviewed, an independent auditor of the District’s choosing may audit selected items for the accuracy of cost prices quoted. The extent of this audit will be at the discretion of school officials. Written quotes and/or any other documentation to ascertain if these items were shopped and the lowest quotation used will be reviewed during the audit. In the event the District made an error in an item specification, that item would be excluded for all Proposers for evaluation purposes only.

Any items excluded from the tabulation will not be considered for all Proposers for evaluation purposes only.

• Fixed Delivery Fee per Full Carton: The fixed delivery fee shall be firm against any increase for the initial term of from the start date of this contract. The fee for less than case lot quantities will be prorated in accordance with the size of the case. For example, the fee for one case, packed 12 boxes per case, will be 1/12 of the fee for a full case.

Bid items that will be purchased as a broken unit from the full carton are indicated with two asterisks (* *) at the end of the item description on the Price Response Sheets.

• Pack Size: If a pack size decreases during the specified costing period, the fee must be prorated. For example, if a pack size of 48 units was specified and bid, and the pack size subsequently changes to 24 units, the fee for the 24-pack case will be ½ the fee for the 48-pack case. Should the pack size increase, the fixed fee shall remain the same and not change.

• Subsequent Price Solicitations: At the end of the initial six-month period and thereafter for every six-month period, prices may decrease or increase. The Contractor must re-solicit pricing or accept a six (6)-month extension of price by suppliers currently being used. Prices that have been extended by the manufacturer need not be re-bid unless there is an indication that market prices have decreased, or an additional approved brand is added or as directed by SNS.

• Petition Procedures for Price Increases: The Contractor may petition for product price increases once every six (6) months or based on an emergency created by unusual market conditions. A third-party market indicator supporting the request for any and all emergency price increases must be submitted with the written request to increase pricing. Petitions for increases must be based on the cost of product only. Petitions for increases may not be greater than the percentage increases in market publications.

o Written manufacturer quotations of all approved brands must be solicited.

Hillsborough County Public Schools Page 8 of 45 o In the absence of approved brands, the vendor must solicit lower prices from at least two (2) sources unless product movement is less than 50 cases per month.

• Notice of Price Changes: The Contractor shall submit all price changes utilizing an approved spreadsheet in Excel format. Price changes must be submitted a minimum of thirty (30) days prior to the effective date. Bona fide manufacturer’s quotes for all price changes must be available upon request. Price changes that are not submitted in a timely manner may not be accepted.

• Discounts and allowances: Manufacturer invoices that reflect promotion allowances (i.e. one free with ten), and/or bid allowances shall be to the benefit of HCPS. Cash discounts, label allowances and buying group rebates or allowances shall accrue to the benefit of the vendor.

• Purchasing Practices/Bill Backs: The primary role of the Contractor is to purchase paper items as required by SNS.

Purchases shall be made on a competitive basis in the most effective manner. The Contractor must accept offers of rebates from manufacturers and must pass along to the school board allowances or other discounts targeted for the end-user. The Contractor cannot accept rebates or bill backs from manufacturers, which in effect lowers cost prices to the Contractor but not the District. To do so would be grounds for disqualification under this Proposal. The Contractor shall maintain inventories at an ample level to prevent out-of-stock situations and to avoid unapproved price increases. The Contractor shall order supplies from packers in economical quantities.

• Estimates: Quantities and/or amounts stated are for Proposer’s guidance only and no guarantee is given or implied as to quantities that will be used during the contract period. It shall be understood by all parties concerned that any contract established as a result of this invitation to bid will not oblige HCPS to receive any quantity less than or in excess of actual requirements. While quantities listed herein are classified as estimates for bidding purposes, they do result from actual historical usage for a twelve (12) month period. District authorities will make a reasonable effort to fully utilize projected supplies.

1.6.30 Distributor Relationship: Under the arrangements of this contract, the successful vendor must “look out” for the best interest of HCPS with respect to the following:

• Maintain a constant search for items that offer better value.

• Meet with manufacturer representatives regarding new and innovative products.

• Promote the introduction of new items, by either manufacturer or local vendor representatives to SNS staff members on a quarterly basis or as needed.

• Make purchases of specified bid items at the lowest price (including freight).

• Interface with packers on problems relating to product and quality.

• Provide, in a timely manner, the necessary documents for product usage and price changes.

• Purchase products in the best interest of HCPS regarding pricing, quality and service.

• Communicate effectively and in a timely manner with SNS District Office with respect to shortages, errors, pricing mistakes, ordering issues, and delivery problems.

1.6.31 Audits: On-site audits of selected items may be conducted at a minimum of once per year to monitor conformance to bid pricing. An independent auditor will select the items to be audited by HCPS. Initial and subsequent price solicitations will be reviewed. In the event of an unexpected market change that results in the manufacturer not honoring pricing quoted on a product for the costing period, it is the distributor’s responsibility to make a special request for a price solicitation on that product through the above listed price change procedure (see Sec. 1.6.28). The Contractor must maintain records of all documentation regarding prices within this contract and any and all price changes until they have been audited. HCPS may withhold up to 10 percent of the final payment for the contract period until all audits are completed. Audits that reveal when the distributor has either overcharged or undercharged HCPS will be treated as follows:

• Overcharges: When an invoice from a manufacturer reveals that the price of a product delivered to the distributor’s warehouse is less than the quoted cost, credit will be due on each carton delivered at the incorrect price. The credit shall be provided within 30 days of the close of the month in which the audit took place. The

Hillsborough County Public Schools Page 9 of 45 credit, along with site-by-site detail backup, shall be made in the form of a check made payable to Hillsborough County Public Schools and submitted to Student Nutrition Services.

• Undercharges: Whenever an invoice from a manufacturer reveals that the price of a product delivered to the distributor’s warehouse is more than the quoted cost, a debit to HCPS’ account will not be permitted.

1.6.32 Samples: Samples will not be required if Proposer is submitting prices for an approved brand. Proposers must be prepared to furnish an exact sample(s) when submitting prices for equivalent/house brands. Samples will be requested after Proposals are opened. Proposers shall have five (5) business days after receiving a written request to furnish samples. Failure to furnish samples within five (5) business day may be cause to consider the Proposal non-responsive. The determination as to whether any alternate product is, or is not equal, shall be made by SNS and such determination shall be final and binding on all Proposers. Samples are to be furnished at the Proposer’s expense, tagged and labeled with Proposer’s name, bid item number and RFP number. The delivery location for samples will be provided when samples are requested.

1.6.33 Eco-Friendly Paper Products: It is the desire of HCPS to purchase environmentally friendly paper products, whenever possible. Some bid items are already specified as “Eco-Friendly”. For those bid items that are not, distributors are encouraged to bid items that are made from renewable resources or recycled content when pricing is competitive (the same or lower).

1.6.34 Item Substitutions, Additions and Changes: The Contractor shall order supplies from sources in economical quantities and maintain inventories at an ample level to prevent out-of-stock situations. Product substitutions due to out-of-stock situations should be held to an absolute minimum. Substitutions of product will only be considered when manufacturer has discontinued the product or is having difficulties in the manufacturing and delivery of the product.

Each item that is delivered must be the approved brand and product that is quoted on the Price Response Sheets. If the successful Proposer is temporarily out-of-stock of a particular item, they must deliver an equal or superior product at an equal or lower price with prior approval from SNS District Office. All outages must be submitted to the SNS District Office a minimum of 24 hours prior to delivery. The Contractor must communicate outages and suggested substitutes by utilizing the approved SNS Outage Notification Form (form to be provided to the Contractor). The fact that a substitute is being made should be clearly stated on the invoice/delivery ticket. An excessive occurrence of out-of-stock items is cause for contract cancellation.

For substitutions to be considered we will require proof that the manufacturer has discontinued the item, and it is no longer available.

HCPS reserves the right to add/delete bid items throughout the contract period. New items will be added by utilizing the approved SNS Price Quote Form (form to be provided to the Contractor).

If the Contractor needs to make a brand change during the term of the contract, the Contractor must submit a request to the SNS department manager listing the reason for the change. Samples of the product must be submitted to the SNS Department for approval. The SNS District Office must approve any new brand in writing prior to shipment of any product.

1.6.35 New and/or Additional Products: The Contractor will maintain a constant search for paper products that offer better value to SNS and are attractive to students. It is the intent of HCPS to meet with the contract administrator every six (6) months to evaluate any new and innovative paper products that may be of benefit to the SNS program. New products are to be tested and recommended by the SNS District Office prior to shipment. Any requests for new and/or additional products not included in the original Proposal must include product specification with pricing and data sheets for review and consideration.

1.6.36 Questions to Vendor. Please submit response to the following:

• Who is the contact person, and a back-up contact person responsible for handling food/product recalls?

• Provide a copy of manufacturers’ food/product recall procedures.

Hillsborough County Public Schools Page 10 of 45

1.6.37 PRICING – FIXED DELIVERY FEE. The Contractor must provide the following information:

VENDOR NAME: _____________________________________________________

FIXED DELIVERY FEE PER FULL CARTON $__________________

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 it within 30 days. If HCPS denies the request for a price change, said items will cease to be ordered.

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL:

The below signature acknowledges that the Proposer has read the above Section 1. Scope of Services 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, http://www.myvendorlink.com/

Hillsborough County Public Schools Page 12 of 45 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 13 of 45 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 14 of 45 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…