25614-RFP-DST_Food_Service_Sanitation_Program_-_SNS_P_3.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

REQUEST FOR PROPOSALS (RFP)

25614-RFP-DST FOOD SERVICE SANITATION PROGRAM – STUDENT NUTRITION SERVICES

BID BROADCAST DATE

FEBRUARY 06, 2026

LAST DAY FOR TECHNICAL QUESTIONS

FRIDAY, FEBRUARY 20, 2026, at 12:00 PM E.T.

ADDENDUM DATE

FEBRUARY 23, 2026

PROPOSAL DUE DATE AND TIME

FRIDAY, MARCH 06, 2026, at 5:00:00 PM E.T.

REVIEW DATE

MARCH 09, 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 Agriculture as part of an award totaling $400,000 (100%) with $ (0 %) state, local, and/or non-federal sources.

[INTENTIONALLY BLANK.]

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

Hillsborough County Public Schools Page 2 of 44 Request for Proposals: 25614-RFP-DST Food Service Sanitation Program – Student Nutrition Services

TABLE OF CONTENTS

1 SCOPE OF SERVICES

2 PROPOSER INSTRUCTIONS

3 QUALIFICATIONS AND EXPERIENCE

4 REQUIRED FORMS

5 COST/VALUE

6 GENERAL TERMS AND CONDITIONS

[INTENTIONALLY BLANK.]

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1 SCOPE OF SERVICES

1.1 BACKGROUND

☐ New Solicitation ☒ Replacing an expiring solicitation: 20128A-DST-KJ Food Service Sanitation Products

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 $400,000.

1.3 AGREEMENT TERMS/RENEWALS

1.3.1 Contract Term with Renewals.

The initial term of the contract shall be from July 1, 2026, to June 30, 2027.

• Unless otherwise stated later in this solicitation, or as mutually agreed, all prices/costs/fees offered herein shall be firm against any increase for the initial term of the Contract. After this date, it shall be the vendor's responsibility to notify the Procurement Officer a minimum of 120 days in advance of any anticipated changes and submit a request for a price increase.

• Upon mutual agreement, this contract may be renewed automatically beyond the four (4) one-year periods for a period not to exceed 180 days.

• HCPS reserves the right to accept or reject within thirty (30) days after the request for a price change. If the price change is rejected, the specific item in question will be canceled. If the price change is approved, the price will remain firm for at least one (1) year from the date of the change.

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 using RFP 20128A-DST-IV for food service sanitation products. With all renewal options exhausted, we are re-soliciting this RFP to secure a new contract for our sanitation needs.

1.5 WHY IS THIS NEW SERVICE NEEDED

Hillsborough County Public Schools (HCPS) is seeking proposals from qualified firms to establish a contract for a complete food service, sanitation, and cleaning supply program for use in SNS kitchens. The work to be done under this agreement includes, but is not limited to, providing all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the provision of goods and/or services in accordance with the specifications contained herein. The system will consist of:

• Provide all chemicals, dispensers (if applicable), procedures, reference/training materials, signage, and support products needed to maintain consistent superior sanitation in food service areas.

• Monthly site visits (20 working day rotation) to approximately 212 self-operating SNS kitchens for inventory control, re-supply, support/training materials, and troubleshooting as needed.

• All chemicals and cleaning products must be food safe. Proposer certifies by signing this RFP that all products proposed for use are safe and effective when used as directed for the intended purposes in a K-12 school environment.

• HCPS reserves the right to change the number of service locations during the contract period. The Proposer agrees to service any new HCPS location at the same rate/cost herein.

1.6 AWARD

HCPS intends to award this contract to the most qualified and highest-ranked Proposer as determined by an evaluation committee.

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• HCPS intends to have an evaluation committee review proposals submitted and make a recommendation to the School Board of Hillsborough County, Florida, regarding the proposer's ability to provide the required services.

• Consideration of the award shall be based on information submitted, including experience in projects of similar scope and size, past performance with HCPS, and client references.

1.7 TASKS AND DELIVERABLES

1.7.1 Purpose. The purpose of this proposal is to provide a comprehensive cleaning supply and safety/sanitation program for Hillsborough County Public Schools to be utilized in SNS self-operating kitchens. The Contractor is required to provide the following:

• System to include detailed training materials on safe working practices according to Occupational Safety and Health Administration (OSHA) regulations.

• Training materials on safe food handling under the direction of a Hazard Analysis and Critical Point (HACCP) trainer for all food service employees

• One (1) set of bilingual (English and Spanish) color-coded safety data sheets (SDS) in accordance with OSHA’s Hazardous Communications Act for all chemicals/detergents used in the program to be posted or made easily accessible to all kitchen staff.

• Initial training and on-site assistance will be provided to all staff, followed by ongoing training and troubleshooting as needed.

• Install, service, maintain, and repair dispensing equipment, if applicable.

• Procedures, reference manuals, and signage covering dilution ratios, mixing, use, and application of all materials used in the program. Reference guide to be complete with bilingual (English and Spanish) usage and application tools.

• Provide all products as appropriate to support the sanitation program. Support products may include items such as sanitizer logs, sanitizer buckets, spray bottles, package openers, probe wipes, sanitizer test kits, and bilingual (English and Spanish) documentation such as posters, computerized service reports, SDS sheets, and employee notebooks explaining the program.

• Ensure all spray bottles, containers, and/or dispensing equipment have OSHA-compliant labeling (English and Spanish).

• Fill-to-line stickers placed in all sink compartments where chemicals will be used.

• The amount of support materials at each school site will be determined by the number of sinks and historical usage.

• Monthly site visits (20 school day rotation) to approximately 212 self-operating SNS kitchens for inventory control, re-supply, support materials, and on-going training and troubleshooting as needed.

1.7.2 Service/Site Visit Requirements. The Contractor will perform the following tasks:

• Service calls shall be made to SNS kitchens Monday through Friday (M-F) between the hours of 7:30 am and 2:30 pm each month (20 school day rotation).

• Arrive at school sites in a vehicle with the company logo. Rental trucks are not allowed without the prior approval of SNS.

• Provide a monthly master schedule showing routine site visits and planned training experiences to the SNS Safety Specialist within twenty (20) days of award.

• Ensure all necessary SDS sheets for all products are posted in each school site in accordance with OSHA's Hazardous Communications Act.

• Ensure all mixing/usage cards, charts, instructional materials, posters, etc. are posted throughout the food service area.

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• Ensure all necessary Safety Data Sheets (SDS) for all products are posted on each school site in accordance with OSHA’s Hazardous Communications Act

• Ensure all mixing/usage cards, charts and other instructional materials are posted throughout the food service area.

• Provide service times to each school site and the day of the month service will be provided i.e. first Monday of each month, fourth Thursday of each month etc.

• Summer School Program – Monthly site visits will continue for sites open for summer school feeding and sites that have year-round sessions.

• On-going training, if necessary, must be provided during each monthly site visit.

• Computerized monthly site visit reports must include site number, site name, date of visit, amount of re-supply chemicals/support products delivered to school site, equipment inspection assessment, and site observations. Computerized reports are to be submitted to the SNS Safety Specialist by no later than the 15th of each month for the previous month's site visits.

• Vendor will agree to a twenty-four (24) business-hour response time to any school site with emergency re-supply needs.

• Instances of default or untimely site visits and/or service calls may result in cancellation of the contract.

• Refer to Attachment B – Delivery Locations and Par levels for site locations.

1.7.3 Deliveries. The Contractor must:

• Provide direct delivery of products and materials to each school site with monthly (20 school day rotation) inventory control and re-supply. Site visits must include delivery of a one-month supply of all chemicals, dispensing equipment (if applicable), sanitizer pails and test strips, and all other support materials needed to properly clean and maintain the food service area.

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

• Holidays and Closings - When school holidays/closings fall on a scheduled delivery day, route visits shall be made on the next school day or the prior school day.

• 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.

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

• 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. A list of other school sites open during the summer program will be provided to the successful vendor approximately three (3) weeks prior to the opening date of summer school deliveries.

• 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 vendors for SNS must have at least two (2) designated delivery drivers at all times who have a permanent pass issued by MacDill Air Force Base.

Any pass fee(s) associated with this location shall be paid by the Contractor.

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1.7.4 Product Requirements:

• All products must be diluted instantly in hot or cold water, soft or hard water.

• All individually pre-portioned (portion-packets) products must be easily opened, clearly labeled with the manufacturer’s name, product brand name, instructions for use, and any precautionary instructions needed.

• No substitutions for any chemical/product included in this solicitation are allowed without the written approval of the SNS Safety Specialist and the HCPS Safety Office.

• All charts, posters, instructional materials, support equipment/materials, bottles, containers, etc. will be in English and Spanish.

• If the pack size changes on any bid item during the specified contract period, the vendor must notify the SNS District Office a minimum of 30 days in advance.

1.7.5 OSHA Labeling Requirements. Container labels must display all of the following information (English and Spanish):

• Dilution ratio directions (if applicable)

• Product Identifier – Product name that can be cross-referenced to an SDS sheet.

• Signal Words – Words which are used to indicate the relative level of severity or hazard.

• Hazard Statements – Short statement assigned to a specific hazard class and category that describes the nature of the hazard(s) of a chemical.

• Precautionary Statement – Measures that should be taken to minimize or prevent adverse effects, i.e. “Keep away from heat, flames, and sparks.”

• Name, Address, and Telephone Number – Of chemical manufacturer, importer, or other responsible party.

1.7.6 Training Requirements. Monthly training, if necessary, is performed during each site visit, with SNS employees on the following topics:

1. Effective use and inventory control of chemicals and support products

2. Proper way to read/use safety data sheets.

3. Proper way to wash pots, pans, etc. in compartment sinks.

4. Proper way to clean floors and ovens.

5. Identifying food contact surfaces

6. Slip/fall prevention.

7. Proper lifting techniques

8. Preventing cross-contamination

• It is preferred that the Contractor have online bilingual training (English and Spanish) available to all SNS employees.

• The SNS Safety Specialist must approve all signage, reference, training guides, and online training videos before distribution to school sites.

• Samples of all procedures, reference manuals, training materials, color-coded SDS sheets, temperature charts, cleaning procedures for products, posters, signage, and any other materials pertinent to the sanitation program must be submitted with your proposal and provided free of charge.

1.7.7 Safety Data Sheets (SDS). All SDS sheets must follow OSHA’s Hazard Communication Standard (HCS) which applies to all workplaces. It is preferred that no products are considered hazardous waste and be between 4.0 to 10 on the PH scale. Vendors may be required to provide training or documentation on the safe handling of chemical products covered in this contract. Every SDS sheet must include the following:

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• Identification: Product name, recommended use, manufacturer or distributor contact information and emergency phone number

• Hazard Identification: Physical and health hazards, hazard classification, pictograms, signal words, and precautionary statements

• Chemical Composition: Lists chemical name(s), common names and synonyms, and percentage of ingredients

• First-Aid Measures: Necessary first aid for exposure through skin, eyes, ingestion or inhalation

• Safe Handling and Storage – Recommendations for safe handling practices and conditions for safe storage.

1.7.8 Approved Brands: Brand names listed on “Attachment A-Price Sheets” are brands that have been tested and approved by the SNS District Office and the HCPS District Safety Office. They are not intended to limit competition but do indicate the minimum specifications for each item.

1.7.9 Consideration of Approved Equal: For consideration as an “Approved Equal”, bidders shall submit copies of SDS sheets for each requested product. In addition to SDS sheets, bidders must disclose all ingredients in their sanitation products. Send SDS sheets via email to the contractsupport@hcps.net no later than February 17, 2026. Only one manufacturer’s brand name may be submitted for each bid item. Do not include pricing on SDS sheets.

1.7.10 Pre-Screen Results: HCPS will notify bidders of alternate products to submit for testing (refer to Section 1.7.9) via addenda by February 24, 2026.

1.7.11 Item Samples. Bidders who have received HCPS confirmation that their alternate sanitation product(s) meet minimum SNS and HCPS district safety requirements should be prepared to furnish a sealed full-case sample. Sample carton labels must include the supplier’s brand and code number (if applicable) at the time of delivery, be shipped PREPAID, and be provided at no charge. The exact address/location and deadline date to submit samples will be provided via addendum after pre-screen results are posted. Refer to Section 1.7.10. Failure to furnish samples by the deadline date listed in the addendum will result in a proposal being considered non-responsive for those specific items.

1.7.12 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 a 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.

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

Invoices/delivery tickets for unapproved products sold without prior approval from the SNS District Office shall not be paid.

The awarded vendor will be required to submit all invoices weekly to the SNS district office and 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.

1.7.13 End of Contract - Removal of Materials and Equipment: Successful vendor will be responsible for the removal of all proprietary instructions, materials, containers, dispensing equipment, etc., within twenty (20) days of the contract end date. Excluded items would include any products purchased during the contract term and wholly owned by HCPS.

1.7.14 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 an 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: ____________________________________________________ mailto:contractsupport@hcps.net

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1.8 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.

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 10 of 44 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 11 of 44 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 12 of 44 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 13 of 44 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

Qualifications and Experience 20

This section shall provide HCPS with information as to the proposer’s experience and qualifications with the related commodities and contractual services. The proposer shall state whether they:

• Meet the minimum experience requirements; and

• Provide adequate business references; and

• Employ adequate staffing requirements; and

• Have ready access to resources to provide all contractual services

Scope of Work 25 This section shall provide HCPS with information as to the proposer’s understanding of the required tasks and service levels. The proposer shall state:

• Ability to service 212 self-operating kitchens

• Effectiveness of chemicals/cleaning products

• Effective and safe method of dispensing product packaging

• Clarity of user instructions and directions

• Quality of support products

• How the proposer will implement a complete sanitation system, including training materials, dispensing equipment (if applicable), signage, and support materials/products, to all SNS kitchens within forty-five (45) business days of award.

Service Requirements 20 This section shall provide HCPS with information as to how the proposer will:

• Determine sanitation needs at SNS kitchens during monthly site visits; and

• Respond to emergency calls within twenty-four (24) business hours

Cost/Value. 35

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

Small Business Encouragement Program (SBEP) 0

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.

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

Hillsborough County Public Schools Page 14 of 44 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 additional vendors throughout the Agreement term to meet HCPS' needs promptly.

2.6.6 Notice of Intent to Award/Rejection. HCPS will post a Notice of Intent to Award/Rejection via VendorLink, inviting the Proposer(s) identified therein to enter into one or more contracts.

2.6.7 No Contract Until Execution. A notice of intent to award under this RFP shall not constitute or form any contract between HCPS and the proposer. No contract is formed until HCPS provides notice of award or purchase order.

2.7 PROTEST

A Proposer who wishes to file a proposal protest must file a notice and follow procedures prescribed by § 120.57(3), Florida Statutes, for resolution. For bids solicited by Procurement Services, the notice must be filed with the General Manager of Procurement Services. Any person who files an action protesting a decision or intended decision concerning a Proposal under § 120.57(3)(b), Florida Statutes, shall post, at the time of filing the formal written protest, a bond payable to the Board for $5,000 or three (3%) percent of the estimated value of the contract, whichever is greater, conditioned upon payment of all costs and fees which may be adjudged against the protestor in the administrative

Hillsborough County Public Schools Page 15 of 44 hearing. If the Board prevails at the hearing, it shall recover all costs, excluding attorney's fees, from the protestor. If the protestor prevails, the protestor shall recover from the Board all costs, excluding attorney's fees.

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in § 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

2.7.1 Purchase Order. An award by the Board does not constitute an order. The Contractor must receive an HCPS purchase order before providing any product or service. Shipments shall conform to the proposal form, specifications, and general instructions specified in the purchase order.

The signature below acknowledges that the Proposer has read this section before submitting a bid and is ready, willing, and able to fulfill the applicable obligations per the stated requirements. The Proposer is submitting a bid without collusion with any other individual or firm.

Organization Name

Print Name

Signature Date

Hillsborough County Public Schools Page 16 of 44

3 QUALIFICATIONS AND EXPERIENCE

3.1 CONTACT INFORMATION & CERTIFICATION

The Proposer must supply the information listed below for consideration. In case of a dispute or further clarification, please provide your representative’s contact information. The General Manager of Procurement Services shall serve as HCPS’ representative.

Local Contact Information

Account Representative Name

Title

Local Address

Phone Number

Cell Phone Number

Email Address

Fax Number

Signature of Owner or Authorized Officer

X

Date

Corporate Information

Representative's Name

Telephone Number

Company Name

Principal Place of Business Address

Remit-To Address (if different from above)

☐ Corporation ☐ Sole Proprietor/Partnership ☐ Limited Liability Corp.

FEIN or SS#

☐ Other.

The preferred method to receive a purchase order. ☐ US Mail or ☐ Fax ☐ Yes ☐ No. Is the vendor exempt from Workers’ Compensation? If yes, attach proof of exemption.

☐ Yes ☐ No. Is your company registered with the HCPS Office of Supplier Development?

☐ Yes ☐ No. Is your company a small business enterprise certified with any of the following agencies?

☐ City of Tampa ☐ FL. Statewide & Inter-Local Certification ☐ Hillsborough County BOCC ☐ Florida State Minority Supplier Development Council ☐ City of St. Petersburg

Hillsborough County Public Schools Page 17 of 44

3.2 MINIMUM QUALIFICATIONS

The Proposer must provide, with their proposal, proof that they meet the following minimum qualifications. A Proposer submitting a Proposal failing to meet the minimum qualifications will be deemed non-responsible and not evaluated.

The Proposer must demonstrate the validity of the stated documents as of the Proposal's due date. The proposer must meet the following minimum requirements.