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 22, 2026

REQUEST FOR PROPOSALS (RFP)

26027-RFP-DST EMPLOYEE BENEFITS & RISK MANAGEMENT

Last Day for Technical Questions: Monday, February 16, 2026, at 5:00 PM EST

Proposal Due Date and Time: Monday, March 2, 2026, at 5:00 PM EST

Hillsborough County Public Schools (“HCPS”), on behalf of The School Board of Hillsborough County, Florida (the “Board”), hereby issues this competitive solicitation (“competitive solicitation” or “RFP”), per 6A-1.012, F.A.C., to announce that HCPS is accepting proposals from all qualified firms and individuals interested in providing the commodities and contractual services as described in the Scope of Services section.

QUESTIONS: All technical questions pertaining to this RFP should be submitted online via HCPS’s vendor portal, www.myvendorlink.com, no later than the Last Day for Technical Questions. HCPS will not respond to phone calls.

Technical questions erroneously submitted to the Procurement Officer will be posted on www.myvendorlink.com. HCPS will not respond to late questions.

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

EBID NOTICE: THIS IS AN ELECTRONIC PROCUREMENT. Submissions will only be accepted electronically via HCPS’s vendor portal https://www.myvendorlink.com, which HCPS uses for accepting and evaluating proposals. To register, visit https://www.myvendorlink.com/external/login. Submitting proposals via the VendorLink portal is mandatory; proposals submitted by any other means, including but not limited to paper, telephone, facsimile transmission, or electronic mail (e-mail) in response to this RFP will be rejected.

HCPS is not responsible for late submittals regardless of cause. HCPS strongly encourages proposers to submit proposals well in advance of the proposal submission deadline. A proposal submission is not considered successful unless all necessary files have been uploaded and in a “Submitted” status. Proposers are responsible for the consequences of any failure to plan ahead in the submission of its proposal. Questions or problems uploading the documents or additional online related assistance is available at support@eVendorlink.com.

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 competitive 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 competitive solicitation is released until an agreement is signed by HCPS or awarded by the Board.

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

Hillsborough County Public Schools Page 2 of 46 Request for Proposals: 26027-RFP-DST Employee Benefits & Risk Management

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

Hillsborough County Public Schools Page 3 of 46

1 SCOPE OF SERVICES

1.1 BACKGROUND

☐ New Solicitation ☒ Replacing an expiring solicitation: 20118-DST-IV Health and Benefits Consulting Services

1.2 ESTIMATED EXPENDITURES/BUDGET

1.3 AGREEMENT TERMS/RENEWALS

1.3.1 Contract Term (Quoted Project). This Contract shall commence no sooner than the first business day after Board approval or as specified in the Award letter. It shall continue until completion of the quoted project unless otherwise terminated or amended by the Parties.

1.3.2 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.

1.3.3 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

The Hillsborough County Schools website summarizes the various benefit components of the District’s Employee Insurance Benefits program. (A complete list of the products can be obtained at the HCPS Employee Benefits Insurance website: Employee Benefits/Insurance | Hillsborough County Public Schools.)

Proposal Order: To allow HCPS to make a fair proposal comparison each proposal must adhere to the following order:

• Coversheet: The coversheet, at a minimum, must contain the: Solicitation title, Due date, the Proposer’s contact information, name, address, and principal representative’s information.

• Table of Contents: Failure to meet the below-mentioned format is cause for rejection of the Proposal as non-responsive.

• Proposal Outline: Tab and page number the major areas of the Proposal, including enclosures all pages must be consecutively numbered and correspond to the table of contents.

• Completed Attachment A

• Signed Forms: The Proposer must sign and include the provided forms.

Please see Attachment B for specific insurance products currently offered, as well as participation levels.

Required Services. HCPS is seeking benefit consulting services in the following areas:

• Collaborate with HCPS’ Procurement Services to assist in the development, market research, and evaluation of competitive solicitations, as needed, for all HCPS benefits.

• Work cooperatively with HCPS to negotiate contracts with the selected vendors that are cost efficient and in the best interest of HCPS.

• Assist HCPS with compliance and interpretation of plan coverage and eligibility issues.

• Must work supportively and collaboratively with HCPS Administration who represents HCPS employees and retirees.

• Must work cooperatively with HCPS to manage all benefit programs while providing subject matter experts and capabilities in the following areas:

o Health and Retiree Actuaries and Underwriters o Pharmacy Consultants o Life/ Disability Consultants o Clinicians

Hillsborough County Public Schools Page 4 of 46 o Legal/Compliance Consultants o Wellbeing Strategists o Innovation Strategies and Emerging Vendors o Audit Specialists

Please complete Attachment A, indicating the elements of the scope of services your firm agrees to provide as core services for which compensation is outlined.

Brokerage Services and Compensation. The Proposer shall serve as the District’s Agent of Record and provide such brokerage services to the District to ensure comprehensive and cost-effective benefits are included in the benefit plans for selection by eligible employees and retirees. Benefits shall include the following at a minimum:

• Medical/Pharmacy

• Stop loss coverage (if required)

• Dental

• Vision

• Group life

• Voluntary life and disability

• Hospital, accident, cancer, etc.,

• Other ancillary products as agreed upon

• Superintendent benefits per contract

Level commissions and fees are included in these programs, must be approved by HCPS annually, and will be offset by the costs for HCPS’ benefits administration (~$1.9M), which includes COBRA administration (~$70k), FSA administration (~250k), and Communications (~180k). Actual costs for benefits administration, FSA administration will fluctuate based on eligibility and enrollment, and work orders requested. Confirm you agree to use the required commissions and fees to pay our vendors.

1.5 WHY IS THIS NEW SERVICE NEEDED

HCPS is seeking Proposals from experienced and qualified Proposers interested in providing Employee Benefits Consulting and Actuarial Services that will collaborate with HCPS to develop a long-term strategy to include best-in-class, competitive, and affordable benefit plans for its employees and retirees. HCPS intends, through this solicitation, to identify qualified Contractor(s). The provision of the goods and services herein includes, but is not limited to, the provision of all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests in accordance with the specifications herein. This section identifies HCPS’ desired goods and services and levels of performance. The Proposer shall complete Attachment A, indicating a response to all service requirements and specifications contained herein.

The awarded consultant must also demonstrate its ability and resources to manage and provide consulting oversight to our wellness partner, Vitality Group International, Inc., and benefits administration partner, Alight Holdings Company, LLC. It will be the responsibility of the awarded consultant to pay the benefits administration fees. HCPS is requesting an annual fee for all brokering, consulting, plan management, communication, and compliance services.

HCPS was fully insured for many years before moving to a self-funded arrangement effective 1/1/26. Due to the low rates provided by the fully-insured carriers and the increased claims experience, HCPS saw a significant increase in health insurance plan rates in 2026. With the flexibility of the self-funded program, it is imperative that HCPS implement strategies that reduce expenses and provide more control over the cost of the program. The focus of the consultant should be consistently analyzing the claims experience of our programs and developing health management strategies that reduce the overall expenses of the plan. We would also expect plan design and contribution modeling that will retain the actuarial value of the plans while reducing employees’ costs. These capabilities are required for this contract.

[INTENTIONALLY BLANK.]

Hillsborough County Public Schools Page 5 of 46

1.6 TASKS AND DELIVERABLES

Sample Work Products. PLEASE ATTACH THE FOLLOWING TO YOUR PROPOSAL. Self-funded annual cost projection illustration; medical marketing analysis (self-funded); annual stewardship/strategy report; self-funded monthly experience monitoring report.

1.6.1 QUESTIONNAIRE

ORGANIZATION’S PROFILE

1. Provide a brief overview of your organization including history, year established, public or private, firm size, volume of business, location of corporate & local office(s), and location of team members to service this account.

2. Name, title, and contact information of person responsible for completion of questionnaire.

3. Provide a count or percentage of your existing clients based on size (Large 5,000+ FTE’s; Large 10,000+ FTE’s);

and provide your experience in supporting similarly situated clients.

4. Provide a count or percentage of your existing clients that are school districts, nationally and in Florida.

5. Provide a percentage of your clients that are self-insured vs. fully insured.

6. Describe any relative active, pending or expected litigation or investigation by a regulatory authority in which your organization is currently involved or has been involved in the past 3 years.

7. Discuss any impending changes to your organization that could affect the delivery of services.

ACCOUNT SERVICE STRUCTURE/CLIENTS

8. How are consulting teams structured for a company/district of our size?

9. Provide an organization chart and biographies of the team that would be assigned to our account. For the local client lead, include the number of years and experience working with schools in Florida.

10. How often do you typically schedule face-to-face meetings with clients?

11. Describe your experience with wellness programs/vendors, claim reduction strategies, data analytics, pharmacy and benefits administration.

12. As a public school district with a limited budget and self-insured health benefits, cost efficiency and the delivery of quality healthcare are of great value. Describe in detail what tools and resources you would use to deliver the best value to HCPS. Provide three examples of innovative solutions that addressed this issue for your clients.

13. Describe what makes your firm uniquely qualified to work on our account.

COMPLIANCE

14. Explain your process for remaining abreast of legislative and regulatory developments on federal and state levels. How do you communicate any news and/or changes to clients, and how would you describe your compliance strategies?

15. Do you have in-house legal advisors who provide basic health and welfare and regulatory advice to clients? If so, at what point is there an additional fee for these services?

16. Describe the ERISA attorney/legal resources that you have on staff. If not on staff, what law firm do you utilize?

SPECIALTY RESOURCES

17. Describe the subject matter experts available to the District, including pharmacists and clinicians. Are they included in your core services, and are they available to meet with us and our carriers? How would they be used to support the District and our benefit programs?

18. What actuarial resources do you have available as a firm? Are the health actuaries located in Florida, and do they have 112.08 attestation experience? Are they all included in your core services?

Hillsborough County Public Schools Page 6 of 46

19. Describe your firm’s ability to support our established Wellbeing Program.

20. Describe how your firm focuses on innovation in the market and will bring best-in-class, innovative programs to the District.

DATA ANALYTICS AND REPORTING

21. Describe your data analytics tool, client reporting, and how you use the information differently than data obtained through our carriers.

22. Describe how your data analytics capabilities/tools are used to determine cost drivers and identify savings opportunities.

23. Please describe in detail the self-funded reports provided to your clients and on what frequency.

24. What is the cost and timeframe for ad hoc reports?

25. How do you support the development of plan documents, SPDs, SBCs, etc., in conjunction with the chosen carriers?

RENEWALS AND MARKETING, PLAN DESIGN, FINANCIAL SUPPORT

26. What differentiates how your firm advises clients on benefit plan design and structure?

27. Describe your firm's experience with self-funded and alternatively funded plans, your ability to set reserves, report experience, and project funding levels.

28. Describe the process you undergo for renewals. How far in advance do you begin the renewal process?

29. Describe any specialized tools or databases your firm uses to assist with benefit plan design, cost, and/or employer contribution benchmarking.

30. How do you assist clients in development of forecast models, budget projections, and premium equivalents?

31. Describe how you assist your public sector clients with RFPs or ITNs.

32. What market advantage do you claim for use in negotiating with carriers and administrative vendors?

33. What criteria would you use to evaluate our current plan design for cost effectiveness and possible future-plan changes?

34. Describe your capabilities and frequency of ongoing plan performance monitoring, including claims experience analysis.

35. How often do you perform actuarial projections for the health plan?

36. Describe your firm’s capability to complete vendor audits for all of our plans.

37. Please describe two or three of your most successful client cost reduction/improvement activities and the results achieved.

38. Outline the tools and resources you will use on behalf of HCPS that are either proprietary or innovative and describe the impact they can have on our program.

TRENDS AND BENCHMARKING

39. Please describe your benchmarking resources and how they are deployed for HCPS.

40. What tools and resources will you use on behalf of HCPS that are either proprietary or innovative and describe the impact they can have on our program.

41. How does your firm/organization evaluate and communicate industry trends, vendors, products or services that could/will have an impact on our school district, its employees and families? Does your firm offer any quarterly/annual seminars that are available to your clients?

42. Describe how your firm distinguishes itself from competitors in the area of employee benefit program consulting.

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1.7 PRICE/RATE PROVISIONS

All prices, costs, fees, and charges offered herein shall be firm against any increase for the initial term of the Agreement, unless mutually agreed upon or as stated otherwise in this solicitation or its addenda. The Contractor is responsible for notifying Procurement Services at least 60 days before any anticipated price changes. Any request for changes requires the submittal of bona fide manufacturer's documents, including but not limited to Producer Price Index information, Consumer Price Index for the affected market, industry, commodities, and/or manufacturer’s price list. Surcharges are disallowed unless the above conditions are met. HCPS reserves the right to accept or reject, within 30 days. If HCPS denies the request for a price change, said items will cease to be ordered.

Hillsborough County Public Schools Page 8 of 46

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 9 of 46 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 10 of 46 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 11 of 46 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 12 of 46 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

Section 1. Scope of Services and Delivery Approach 30

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

Section 3. Qualifications, Capability, and Experience 35 This section shall provide HCPS with information regarding the Proposer’s experience and qualifications in the related commodities and contractual services and their abilities.

- Signed Cover Letter

- Minimum Qualifications

- Business References (Three)

Section 6. Cost/Best Value. 25

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

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

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

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

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

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

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

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

• Office of Supplier Development certified small business vendor.

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• 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 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.

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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

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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. Please indicate below whether you meet the following minimum requirements. You must explain each exception. All marked Exceptions require further explanation from the Proposer.

3.2.1 Experience (Corporate). The Proposer shall have been in the provision of the required commodities and contractual services herein for a minimum of ten (10) years and must provide proof along with the proposal (including but not limited to):

• articles of incorporation; or

• Sunbiz.org screenshot (or equivalent from the Proposer’s home state if solely shipping commodities); or

• business tax receipts…).

__ Agreed __ Exception

Proposer must have a minimum of ten (10) years of experience in successfully providing consulting and actuarial services to public employers, with at least one (1) school district, and at least one (1) client of similar size (greater than 10,000 benefited employees AND a yearly healthcare budget exceeding $100,000,000).

The Proposer must have experience managing Florida School District’s self-funded medical plans to budget and utilize their firm’s internal Florida-based actuaries that have F.S. 112.08 attestation experience and a good working relationship with the Florida Department of Insurance.

The Proposer must have experience with the implementation and ongoing oversight of employee communications and benefits administration platforms to include responsibility for the payment of HCPS’ benefits administration vendor, Alight Solutions LLC.

The Proposer must provide proof of experience along with the Proposal (including but not limited to articles of incorporation, business tax receipts). Failure to provide said proof may be grounds for rejection of proposal. Proposers must prove validity of the stated documents to be in effect at the time of proposal due date. HCPS will not award on assumptions that a granting of a license will occur at a future date.

HCPS-Preferred references shall be in the following order:

• School districts

• Hillsborough County, Florida based references

• State of Florida based references

• Large municipalities or local governments

• Private sector

3.2.2 Authorization To Do Business In The State of Florida. Unless solely shipping commodities, foreign (out-of-state) corporations and foreign limited partnerships must provide proof of authorization to do business in Florida.

Domestic corporations must be active and in good standing in Florida. The Proposer must provide proof of registration on www.sunbiz.org unless the Contractor provides only commodities via mail.

Florida Department of State, Division of Corporations Registration Requirements. Vendors required to be registered with the Florida Department of State, Division of Corporations, or those incorporated within the State of Florida must provide their Florida document number and written documentation of “active” status. All registered Vendors must have an active status to be eligible to do business with HCPS. A Vendor doing business under a fictitious name must submit their Bid using the company’s complete registered legal name, i.e., ABC, Inc. d/b/a XYZ Company. To register with the State of Florida, visit. www.Sunbiz.org.

__ Agreed __ Exception

3.2.3 E-Verify. Per § 448.095, Florida Statutes, all employers within the state shall use the U.S. Department of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all http://www.sunbiz.org/

Hillsborough County Public Schools Page 16 of 46 employees hired during the term of the Agreement. The Contractor shall also require all subcontractors performing work under the Agreement to utilize the E-Verify system for any employees they may hire during the term of the Agreement. The Contractor must provide evidence of compliance with § 448.095, Florida Statutes. Evidence may consist of, but is not limited to, providing notice of the Contractor’s E-Verify number. Failure to comply with this provision constitutes a material breach of the Agreement, and HCPS reserves the right to terminate the Agreement at its sole discretion. The Contractor may be liable for all costs associated with HCPS securing the same services, inclusive, but not limited to, higher costs for the same services and bidding costs (if necessary).

__ Agreed __ Exception __ Does not employ more than 25 Florida workers.

3.2.4 Subcontractors. The Contractor shall serve as the prime contractor, shall be responsible for all actions taken by its subcontractors, and shall bear all liability for the actions of its subcontractors under the Agreement. The Proposer must identify each subcontractor in the Proposal.