26043-RFP-DST_Cabling_Services.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • Procurement Services (813) 272-4327 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

March 27, 2026

REQUEST FOR PROPOSALS (RFP)

26043-RFP-DST CCTV-LAN CABLING SERVICES

Last Day for Technical Questions: Friday, April 10, 2026, at 12:00 PM, E.T.

Proposal Due Date and Time: Friday, April 24, 2026, at 5:00:00 PM, E.T.

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.

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 limitd 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.

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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 52 Request for Proposals: 26043-RFP-DST Cabling Services

TABLE OF CONTENTS

1 SCOPE OF SERVICES

2 PROPOSER INSTRUCTIONS

3 QUALIFICATIONS AND EXPERIENCE

4 REQUIRED FORMS

5 COST/VALUE

6 GENERAL TERMS AND CONDITIONS

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1 SCOPE OF SERVICES

1.1 BACKGROUND

☐ New Solicitation ☒ Replacing an expiring solicitation: 20178-DST-IV CCTV-LAN Cabling Services

1.2 ESTIMATED EXPENDITURES/BUDGET

1.2.1 Estimated Budget. HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. For protest purposes, the estimated yearly budget is $500,000.

1.3 AGREEMENT TERMS/RENEWALS

1.3.1 Contract Term with Renewals. The initial term will commence no sooner than the first business day after Board approval or as specified in the Award letter through the last day of the first anniversary month. The Agreement shall automatically renew for up to four (4) additional one (1) year periods as appropriations allow in the budget, the Contractor’s performance, the continued need for the commodities and contractual services, and under the same terms and conditions unless either party provides notice to the other party stating that the party wishes to discuss modification of terms or not to renew the Agreement.

1.3.2 Temporary Renewal. If HCPS needs to extend the Agreement beyond the stated renewal period(s), HCPS and the Contractor may agree to renew the Agreement for a period not to exceed 180 days.

1.4 HCPS’ CURRENT STATE

The existing structure utilized by HCPS serves as the model for the scope of services under this bid. HCPS organizes the county into three geographic service zones: East, West, and Central. Work orders are assigned to contractors based on the zone in which the requesting school is located.

HCPS may allocate work among multiple contracted vendors to ensure service continuity, manage workload distribution, and provide supplemental support when necessary. HCPS reserves the right, at its sole discretion, to reassign work to contractors outside their designated service zone when workload, urgency, or operational needs require such reassignment.

1.5 WHY IS THIS NEW SERVICE NEEDED

This solicitation intends to replace the current bid 20178-DST-IV CCTV-LAN Cabling Services that will expire on August 09, 2026. HCPS expects to award multiple vendors across three geographic service zones: East, West, and Central.

1.6 TASKS AND DELIVERABLES

1.6.1 GENERAL REQUIREMENTS. The contractual services under this contract include, but are not limited to:

• HCPS will assign a Project Coordinator who will oversee all assigned work for adherence to projected schedules, as well as quality of work from the start date through project completion. All work is subject to inspection throughout the life of the project and prior to submittal of final payment.

• An estimator must meet with the HCPS Project Coordinator to evaluate conditions and provide an estimate at no cost to HCPS for repairs based upon their set fees.

• All services must be approved by an HCPS Project Coordinator, no exceptions. Any and all changes or alterations will require written approval by an authorized HCPS representative.

• Provide a firm cost for requested work, prior to issuance of a purchase order for the work.

• If the Proposer is unable to respond, HCPS has the right to contact the next lowest Proposer for repairs.

Repeated failure to provide delivery as specified shall constitute default and will be grounds for termination of any contract based on this bid.

• Billed labor charges must be based on an hourly rate and will include compensation for labor, tool/equipment use, travel time, and any other incurred costs or fees to the supplier. The rate is straight time for all labor except as otherwise noted herein.

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• Work completion: Work will not be considered complete until a copy of the maintenance request (MR) is signed by the site HCPS Project Coordinator.

• Non-standard hours will be permitted without written permission from the Project Coordinator. Labor hours paid in quarter (1/4) hour increments and are limited to the hours on the site

• No work must proceed under any circumstances unless authorized by the project coordinator, and the Contractor has received an MR from the appropriate maintenance department, and a purchase order (PO) from the district’s Procurement department.

• All materials, products utilized, and work performed in the installation, maintenance, extension, and alteration of any and all work within or adjacent to any structure must conform to all applicable codes and must fully conform to the current Florida Building Code, in addition to any applicable local, state, and Federal regulations and codes and any HCPS requirements. Proposer must abide by all State of Florida Statutes.

• Proposer must supervise and direct all work, using their best skill and attention. Proposer must be solely responsible for all means, methods, techniques, sequences, and procedures, and for coordinating all portions of the work under this contract, and assume liability for each project assigned. Proposer must assume liability for each assigned project.

• Proposer must have a sufficient number of personnel, materials, transportation, and an adequate inventory of tools and equipment to perform work. Proposer must be held responsible for all on-site supervision, scheduling, receiving, storage, and placement of all materials.

• The Contractor must be on-site three (3) days after the service call is made to assess problems.

• The Contractor must be on-site within four (4) hours after the emergency service call to assess problems and/or begin work.

• Estimator will meet with HCPS project supervisor to evaluate conditions and provide an estimate for repairs based upon his set fees.

• If the Contractor is unable to respond, HCPS has the right to contact the next-ranked Proposer for repairs.

• No overtime will be permitted without written permission from the project manager.

• All materials, products utilized, and work performed in the installation, maintenance, extension, and alteration of any and all work within or adjacent to any structure must conform to all applicable codes and must fully conform to the current Florida Building Code, in addition to any applicable local, state, and Federal regulations and codes and any HCPS requirements. Vendor must abide by all State of Florida Statutes.

• The Contractor must ensure all service work for HCPS, materials, installation, maintenance, preparation, extension and/or alteration of any and all projects, within or adjacent to any HCPS structure must comply with all current Florida Building Codes, Federal regulations and codes, as well as any City, County or State requirements or approved HCPS specifications and/or drawings.

• Contractor will assist HCPS in identifying the best repair considerations for each project. The Contractor must determine the quantities of material required for each project.

• It will be the sole responsibility of the Proposer to dispose of all construction debris at an authorized landfill, and all incurred costs must be borne by the Proposer. Material cleared from site and disposed on adjacent or nearby property will not be considered as having been disposed of properly. HCPS dumpsters must not be used, if HCPS determines that the vendor is using HCPS dumpster’s vendor shall incur pickup and dump fee.

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• The Contractor must supervise and direct all work, using their best skill and attention. Vendor must be solely responsible for all means, methods, techniques, sequences, and procedures, and for coordinating all portions of the work under this contract.

• The Contractor must have enough personnel, materials, transportation, and an adequate inventory of tools and equipment to perform work. The Contractor shall be responsible for the on-site supervision, scheduling, storage, receiving, and placement of all materials.

• The Contractor must provide a responsible, knowledgeable, English-speaking work site Supervisor/Representative at all times, who has decision-making authority.

• Scope of work must not be expanded beyond the original work order without the approval of the HCPS Project Coordinator. The Contractor must provide a written estimate of labor and materials within twenty-four

(24) hours for any work beyond the original scope of work and purchase order. Verbal confirmation is not considered permission to work, except in health, life, and safety situations. If a health, life, and safety situation exists, the Vendor may start repairs with verbal authorization from an HCPS authorized representative, with the understanding that a written estimate of labor and materials will be sent to the appropriate Maintenance department within twenty-four (24) hours.

• The Contractor must be responsible to HCPS for the acts and omissions of his employees, Subcontractors, and their agents and employees, and other persons performing any of the work under this contract with the Vendor.

• All services must be approved by an HCPS authorized representative or Project Coordinator, no exceptions.

• Provide the technician with RF signal testing equipment for CCTV. Data work requires appropriate equipment for copper and fiber certification (see specifications CCTV and Data). CCTV-LAN will not approve any payments until testing is done and installation is verified.

• Provide all materials, including cable, connectors, conduit, modules, fiber, coax, jumper, data panels, etc.

• Assume liability for each assigned project.

• Not charge for travel time, miscellaneous fees, or surcharges.

• Sign in at the site’s main office prior to commencing any work.

• Sign out at the site’s main office prior to leaving campus unless prior exceptions have been authorized by the Project Coordinator.

• If the main water supply is turned off for more than 20 minutes, the HCPS Project Coordinator must be notified immediately.

• Provide all necessary tools and equipment to complete the assigned task.

• Be responsible for all construction means, methods, techniques, work sequences, procedures, and quality of work throughout the project.

• Update CCTV/LAN NSU with a weekly projected project schedule. When work can be expected to be started and finished after POs are issued.

• Provide service work in compliance with the 2007 Florida Building Code.

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• Provide proof of a current Florida Electrical Contractors License (ES or higher) and Florida ICC certifications.

HCPS expects the vendor to handle a wide range of projects, from complete installation of computer labs to single-drop installations needed for a single computer. Installing computer labs typically involves installing TG-70 molding and/or power poles with electrical and data connections (vendors shall not move, remove, or demolish electrical connections).

Vendors can expect to install wireless point-to-point, mast-mounted devices outdoors and pull/repair any and all Fiber Network connections, including 10GB fiber connections.

The Contractor must consider all networking installation or repair scenarios, including thorough knowledge of EMT or Rigid conduit installations, fiber installations via underground conduit or in a telephone pole installation case, fiber testing and termination, and typical structure cabling installations. Coaxial cable also needs to be installed and terminated. This type of cabling should adhere to the aforementioned task for Ethernet network cabling.

1.6.2 Necessary Resources. The Contractor must provide all necessary resources to complete an assigned project.

CCTV/LAN reserves the right to supply some installation hardware, such as a network cabinet, patch panel, or LIU.

Installation hardware, including items listed and necessary network switches, racks, or wireless access points, at an HCPS-assigned location and time.

1.6.3 Deliverables. The expected deliverables of a typical business interface are a confirmation from a company representative acknowledging receipt of a request for an estimate or quote. The estimate should be relayed back to CCTV/LAN via email within 48 hours. HCPS shall only pay for the services provided, based on the provided quote(s).

HCPS shall not approve nor shall the vendor invoice HCPS for provided quotes. When a purchase order (PO) is issued for the given estimate, the Contractor will be informed that services may begin for this project. CCTV/LAN expects to receive some type of weekly or bi-weekly intended work schedule for jobs that have POs issued.

1.6.4 Quality of Services. Estimates are expected to be received back from the Contractor within 48 hours. The quality of service will be double-checked by HCPS and final invoices will not be paid until the quality of services has met responsible levels. Services are not complete until an HCPS representative has agreed and signed as to acceptance of the services provided. Installation tasks are meant to support the installation cable to a structure in the suspended ceiling via J-hooks. Wire molding is to be used as a last resort and necessary termination practices typical of structured cable installations, including Ethernet and fiber optics. The minimum amount of conduit work needed for a project will be inspected.

1.6.5 Audit and Investigation Disallowances. If at any time it is determined by HCPS that an invoice charge for which payment has been issued incorrectly due to insufficient information, does not meet the invoice paperwork submittal process prior, during or after an audit, inspection or investigation and is found to be a disallowed invoice charge then HCPS shall notify the Vendor by fax or in writing of the disallowance. Thereafter, the required course of action to correct the disallowance shall be, at the option of HCPS, to either to adjust or credit any future claim(s) submitted by the Vendor by the amount of the disallowance or to require repayment of the disallowed amount by the Vendor by means of issuing a check payable to HCPS or by another means of payment which may be approved by an authorized HCPS representative.

1.6.6 Penalty Provision. HCPS will periodically inspect work completed or in process to assure the requirements of this agreement are met. If requirements specified herein are not satisfactorily maintained, the vendor shall be contacted and any discrepancies, inconsistencies or items not meeting the specifications contained herein corrected immediately at no additional cost to HCPS. A second discrepancy notice shall serve as notification that any future discrepancies, inconsistencies, or items not meeting specifications contained herein will result in termination of the vendor’s right to proceed further with this work. The vendor and his sureties may be liable to HCPS for any additional costs incurred by HCPS to complete the job. The vendor shall be considered in default and the agreement subject to termination. Repeated failure to commence work or meet established repair timeframes will be considered unsatisfactory service under the terms of this contract. An excessive number of instances of unsatisfactory service, as determined by HCPS, shall be cause for HCPS to consider the contractor in default.

1.6.7 Performance Failure. Vendor’s failure to fulfill the project scope may be cause for HCPS to confiscate onsite materials to complete the project. Excess materials will be returned upon project completion.

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1.6.8 Damages to HCPS Property. Vendor shall be responsible for any damages incurred to HCPS facilities, if found to be the fault of the vendor, its employees, or subcontractors. Examples of damages include, but are not limited to:

broken windows; damaged wallboard, ceiling fixtures, paint, and floor coverings; broken ceiling tiles, etc.) Requests for service are not complete until HCPS has approved repairs to all damages and all debris removed.

1.6.9 Responsiveness and Quality Provisions. HCPS will monitor and document the responsiveness and quality of the work performed by the awarded vendor. If the awarded vendor fails to comply with the response times noted above in excess of three (3) occasions, or the quality of the work performed is substandard, HCPS reserves the right to cancel the award and select the next lowest bidder.

1.6.10 Contract Administration. HCPS will periodically inspect work completed or in process to ensure compliance with the requirements of this solicitation. If found that the requirements specified herein are not being satisfactorily maintained, the Contractor shall be contacted to correct any discrepancies, inconsistencies, or faults immediately at no additional cost to HCPS.

A second discrepancy notice shall serve as notification that any future discrepancies, inconsistencies, or items not meeting specifications contained herein will result in termination of the Contractor’s right to proceed further with this contract. The Contractor and its sureties may be liable to HCPS for any additional costs incurred by HCPS to complete the required services. Henceforth, the Contractor shall be in default, and the contract shall be subject to termination and further sanctions.

1.6.11 Number Schools/Sites. HCPS reserves the right to change the number of schools/sites or the number of commodities and contractual services requested during the contract period. The Contractor agrees to service any HCPS location at the same rate/cost bid herein.

1.6.12 Service Response Requirements. HCPS-required delivery and performance times for materials and services to be provided under this contract are described within. If services do not commence or are not completed by the timelines established herein, HCPS reserves the right to terminate the order and issue an order to another Vendor.

• HCPS may require repairs sooner than the timeframes described herein.

• If the Vendor is unable to meet the requirement for immediate service, HCPS may obtain the services from another source, without adverse consequences to the Vendor.

• Vendor shall provide service based on the complexity of the job and the agreed-upon timeline between the Project Coordinator and the vendor. The estimated response time is expected to be within 2 days (48 hours) of notification of a job assignment. All work must be completed within 2 days (48 hours) of the date paperwork and/or when the Contractor picks up material. If the job cannot be completed within the 2-day (48-hour) timeline. The Contractor must notify CCTV-LAN of the reasons why services cannot be completed within the timeframe. If CCTV deems this unacceptable, the job will be given to the next contractor in line. Any and all exceptions must be pre-approved, in writing, by the HCPS CCTV/LAN Project Coordinator.

1.6.13 Service Hours. Service is called for only between the hours of 6:00 AM and 6:00 PM Monday through Friday, excluding HCPS holidays, unless otherwise specified. The Vendor must schedule assigned work to NOT interfere with normal school arrival and dismissal times. The Vendor shall troubleshoot cabling issues during normal school hours.

Vendor will also be required to have the capability of deploying emergency crews at any time. Vendor’s warranty repairs must be accomplished within the timeframes established above.

1.7 SPECIFIC REQUIREMENTS

1.7.1 Construction Standards. See Documents | Hillsborough County Public Schools

Division 27 Structure Cabling is the spec, and it is current Location = District home page > Departments > Construction > Documents and Forms > Construction Standards

> This points to the Google drive share.

1.7.2 Horizontal Ethernet Cabling – UTP.

- Horizontal cabling to be Cat6 Ethernet cable, unless otherwise proposed.

- Horizontal cabling in any type of ceiling to be plenum-rated cable https://www.hillsboroughschools.org/documents/departments/construction/documents-%26-forms/construction-standards/854577

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- Horizontal cabling to be supported per current ANSI/TIA-568 standards

- 10ft service loop to be provided at both ends of cabling run – 10ft loop at the device & 10ft loop at the IDF/MDF rack. The service loop should be left inside the drop ceiling.

- Horizontal cabling that is to run underground, inside a conduit, or not, must be waterproof and outdoor-rated OSP cabling

- Horizontal cabling lengths should not exceed 100meters (328ft). This is to include the service loop and patch cables. If length is expected to be exceeded, HCPS should be alerted.

1.7.3 Horizontal Ethernet Cabling Termination.

- Ethernet cabling to be terminated using T568B standard

- Ethernet jack colors – yellow to be used unless noted o Yellow – computer data – regular data drop o Blue – Phones, speakers, clocks o Green – wireless access point o Purple – IP cameras o Black – Copy Machines o White – projectors and TV panels

- Patch cable to be provided at the device o 10ft. patch cable to be provided – insert one end into jack(s) on the wall o 5ft. patch cable to be provided at the patch panel – insert one end into the patch panel jacks o Color of patch cable to coordinate with the jack color ▪ Yellow – computer data – regular data drop

▪ Blue – Phones, speakers, clocks

▪ Green – wireless access point

▪ Purple – IP cameras

▪ Black – Copy Machines

▪ White – projectors and TV panels

- Faceplate or biscuit identification – rear loading w/designation window o Faceplate or biscuit to be labeled so that the room number and patch panel identification of where the cable is running to is listed. (Ex.”214 C-4”) o Jack and patch cable color should be coordinated by device type

- IDF/MDF

o Cabling should be terminated on an existing patch panel or using a keystone modular jack, inserted into an empty keystone slot (Ex. UDX48E1U | Hubbell Premise Wiring) – Trying to preserve rack space o Patch Panel jack to be identified by listing the location of where the cable is run to and/or device identification and faceplate port

▪ Ex. “126 A-2” for normal data drops o Jack and patch cable color should be coordinated by device type and faceplate port

▪ Ex. “WAP 302” or “Copier 422”

1.7.4 Fiber Cabling.

- 12-strand OS2 Single Mode fiber cabling to be used for all fiber runs

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- Fiber cabling installed in outdoor locations to have a rugged UL-listed jacket.

o For weather, rodent, and sunlight damage resistant

- Fiber should be terminated in an existing LIU if available o If fiber is replacing a bad or damaged fiber, the new fiber should terminate in the current location.

Meaning, remove bad or damaged fiber terminations in the current LIU and install new replacement terminations in their place.

o Coordinate with District on rack space and other possible termination solutions – such as surface mount fiber housing

- Fiber should be terminated using LC connectors

- Fiber should be terminated using fiber cassettes

- SM fiber runs should home run to MDF – no uplink to nearest IDF.

- All of this is in HCPS Division 27 specs – district structure cable construction standards. Refer to Section 1.7.1.

1.7.5 Warranty. The Cabling System shall meet the performance requirements of the ANSI/TIA/EIA-568, 569- A (Annex E) and TIA/EIA Telecommunications Systems Bulletin 95. The warranty on the material, services, and operation of the cabling system must be for a period of one (1) year.

1.7.6 Payment Structure. Hourly Rate-Billed charges for MAC work for Network and CCTV systems shall be inclusive of the bid hourly rate, which shall include compensation for labor, materials, tools and equipment, travel time, and any other incurred costs or fees to the awarded vendor. Charges shall be billed on the quarter hour. A representative from the CCTV/LAN Department must approve repairs that will require any additional charges.

1.7.7 Non-Standard Hours Rate. These rates may apply to services rendered by the Vendor outside standard HCPS scheduled maintenance working hours. Overtime work will be valid only when authorized in writing by an HCPS representative. Overtime work will normally only apply when health, life and safety concerns dictate rapid response.

1.7.8 Equipment Costs. Service charges and hourly rates provided are to include all equipment costs (including any scaffolding and lifts); consequently, additional charges for equipment will not be allowed.

1.7.9 Additional Charges and Fees. All additional charges such as installation, shipping, insurance, or other costs must be included in your bid price. HCPS is not responsible for miscellaneous charges or fees such as normal service consumables, shop supplies, and environmental fees. HCPS will not pay for service charges, trip charges, or gasoline charges of any kind. No charges or fees will be paid on a submitted invoice without HCPS’ authorized change order/SOW, provided HCPS Lawson number for the service performed, parts, products or items, etc. that are to be submitted for payment.

1.7.10 Non-Routine Service. Any non-routine service needs other than those listed herein shall be outlined to HCPS as maintenance recommendations, which shall be quoted and covered by unit price, add or delete for labor, and cost-plus charge for materials as determined by the requirements of this agreement when approved by an authorized HCPS representative.

1.7.11 Change Order. The Contractor must provide a change order form, supplied by CCTV-LAN, for jobs requiring additional time or personnel that exceed estimates by CCTV-LAN, with a detailed reason why job hours are to be increased as well as any materials needed to complete the job. Under no circumstances shall any services proceed unless authorized by the CCTV/LAN designee. The Conractor must receive a Work Order (WO) from the CCTV/LAN Department and a purchase order (PO) from the district Procurement Department. Scope of work shall not be expanded beyond the original work order without a “Change Order” form to CCTV/LAN representative/designee.

1.7.12 Emergency Work. The Contractor will provide a written estimate of labor and materials within twenty-four (24) hours for any work beyond the original scope of work and purchase order. Verbal confirmation is not to be considered as permission to work, except in health, life, and safety situations. If a health, life, and safety situation exists, the Vendor may start repairs with verbal authorization from CCTV/LAN representative/designee, with the understanding

Hillsborough County Public Schools Page 10 of 52 that a written estimate of labor and materials will be sent to the appropriate Maintenance department within twenty-four (24) hours.

1.8 QUALITY OF SERVICES

1.8.1 Work Order (WO). Scope of work shall not be expanded beyond the original work order without the approval of the Maintenance representative/designee.

1.8.1.1 Paperwork Requirements. HCPS shall issue a standard work order (WO) for any and all work assigned. The Contractor shall not begin work without a purchase order and a WO ticket number. The WO, CHVL, Invoice and supporting documents shall be properly completed before payment is rendered.

1.8.1.2 Approval Requirements. HCPS may request to not to exceed quote for a defined scope of services to be provided under this contract. If approved, the Contractor shall be paid actual costs for labor and materials up to the quoted amount. The Contractor is responsible to fully investigate the work and must indicate any exceptions or exclusions on the quote.

1.8.1.3 WO Completion. The Contractor must note the following on each WO, for proper completion of the WO:

• Date of Work

• Arrival Time on Campus

• Departure Time from Campus

• Description of Work Performed

• List of Material Used (included both HCPS-supplied and Contractor-purchased materials)

• Cost of Materials (receipts or other documentation supporting material costs must be attached to completed WO).

• Completed WO shall be delivered or faxed to HCPS within twenty-four (24) hours of completion of the request.

• Work will not be considered complete until a copy of the WO signed by the site supervisor/designee where the work was performed is provided to HCPS. The signed copy may be sent via facsimile.

• HCPS (per maintenance area) will assign a Project Coordinator who will oversee all assigned work for adherence to promised schedules and as well as quality of work from the start date through project completion. All work is subject to inspection throughout the life of the project and prior to submittal of final payment.

• Billed charges shall be based bid response. The rate shall include compensation for labor, tool/equipment use, travel time, and any other incurred costs or fees to the Awardees.

1.8.2 Written Quotes. The Contractor shall perform an inspection of the subject property. Inspection should be appropriate for the appraisal problem. Questions regarding the quote for scope of work should be resolved in the written quote prior to issuance of a WO and subsequent PO. Any latent issues should be immediately reported to HCPS before work is to move forward. Once accepted, the quote for scope of work form is to be signed by both the Contractor and the HCPS project coordinator. WOs and POs require HCPS project coordinator approval prior to issuance of payment. Written quotes for proposed scope of work must include the following minimum information (when applicable):

• Description of the entire project in brief

• Description of the site/location where work is to be performed (school name, address, building name, room #, etc.)

• Work Order Number (if applicable)

• Solicitation/Contract 20178-DST-IV: CCTV-LAN Cabling Services

• HCPS contact name and phone number.

• List of required goods, materials and/or service

• Project work timeline including estimated hours

• Schematics, drawings, or diagrams detailing how work will be performed

• Unit of measure must be a stated-on Attachment A: Price Sheet

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1.8.3 Not to Exceed. HCPS may require a “NOT TO EXCEED” quote for a defined scope of services to be provided under this contract. In the event a “NOT TO EXCEED” quote is requested and provided, Vendor shall be paid actual costs for labor and materials up to the amount quoted. The Contractor must investigate the work and must indicate any exceptions or exclusions on the quote. Adjustments will not be permitted unless unforeseen circumstances arise.

Estimates will be evaluated to determine if the scope of work (as determined by HCPS) has been clearly and accurately understood and the work has been properly estimated. HCPS reserves the right to question any job when the service and/or materials used by the Vendor seem excessive for the work completed.

1.8.4 Competitive Lump Sum for Service. For requirements anticipated to exceed Five Thousand ($5,000) Dollars, HCPS may solicit competitive Lump Sum Pricing from multiple vendors for a pre-defined scope of services. The Contractors must investigate and identify the required working hours and resources, and indicate any exceptions or exclusions with their submitted price. For all awarded services obtained pursuant to a request for Competitive Lump Sum Pricing, HCPS shall make full payment of the Lump Sum amount upon satisfactory completion of the work.

1.8.5 Project Pricing. The Contractor shall be paid based on bid prices. The Contractor shall provide a written estimate within twenty-four (24) hours for any work beyond the original scope of work and PO. Verbal confirmation does not constitute permission to work, except in health, life, and safety situations. If a health, life, or safety situation exists, the Contractor may begin repairs with verbal authorization from the Project Coordinator. A written estimate of labor and materials must be sent to the appropriate Maintenance Department within twenty-four (24) hours.

1.8.6 Pricing. In general, payment will be made for actual labor and materials used, except minor consumables or items listed under hourly rates. Labor costs shall be reimbursed in increments or ¼ hour (when and where applicable).

HCPS requires a firm, fixed price per unit. All delivery, trip, fuel surcharges, or service call charges shall be included in your bid price.

• HCPS will not pay any premium for weekends or holidays.

• HCPS will not pay for travel time to and from the work site or any travel made during lunch breaks.

• The Contractor shall sign in/sign out at the site’s main office prior to commencing any work or prior to leaving campus unless prior exceptions have been authorized by the HCPS Project Coordinator.

• The Contractor will be paid for actual work performed as evidenced by the sign-in/sign-out sheet.

1.8.7 Cost-Plus Pricing. Cost-plus pricing will be used for unspecified miscellaneous related items. HCPS will pay Contractor’s costs for these items, plus markup as bid by the Contractor. The Contractor must provide documentation supporting their costs for these items. HCPS may request evidence that the Contractor has obtained materials at a competitive price. This price approach is only used for limited items for which specific pricing is not requested or provided. This is expected to be a small percentage of purchases made under this bid.

The proposer shall provide an hourly rate. Minor consumables or items listed under the hourly rate are NOT eligible for reimbursement or percentage markup. Cost for these items will be included in the hourly rates defined on the Bid Response Form. Any discounts offered with the Proposer's response will remain firm for the term of the contract.

1.8.8 Materials. Proposer may only charge a maximum price of cost plus ten 10% for materials. Cost plus pricing will be used for unspecified miscellaneous items, also referred to as “Balance of Line” or catalog items. Any discounts offered will remain firm for the contract term. HCPS will pay the Contractor’s cost for these items, plus the markup bid by the Contractor. The Contractor must provide documentation supporting their costs for these items. HCPS may request evidence that the Contractor has procured these materials at a reasonable price. This pricing approach is used for limited items for which specific pricing is not requested or provided. It is expected that this will be a small percentage of purchases for this bid.

1.8.9 Tools And Equipment. The Contractor must own their trucks and own all of the related industry equipment.

1.8.10 Rental Equipment. HCPS does not allow for the invoicing of rental equipment or "tools of trade." HCPS may use the next responsive, responsible awarded vendor in possession of the required specialized equipment. The Contractor must currently possess all tools of the trade or equipment. HCPS shall not be billed for owned tools of the trade.

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1.8.11 Additional Charges and Fees. All additional charges, such as installation, shipping, insurance, normal service consumables, shop supplies, environmental fees, etc., must be included in your bid price. HCPS will not be responsible for miscellaneous charges or fees.

1.9 SERVICE REQUIREMENTS

HCPS-required delivery and performance times, for materials and services to be provided under this contract, are described herein. If the work does not commence or is not completed by the timelines established herein, HCPS reserves the right to terminate the order and issue the order to another Vendor. Repeated failure to commence or complete work within the prescribed times shall constitute default and will be grounds for termination of any contract based on this bid.

The Contractor shall provide service within two (2) days from receipt of purchase order.

• Failure to commence or complete work in accordance with the specified timeline is cause for HCPS to cancel the PO and re-issue a PO to an alternate source. Such repeated failures shall constitute default and will be grounds for termination of any contract based on this bid.

• The Contractor must complete repairs within the timeframes established. If delays are not the Contractor’s responsibility, HCPS may grant an extension to the work completion time. When work cannot be completed due to a school function, the Contractor shall reschedule a time with HCPS project coordinator and school officials. Any delay of scheduled work must be reported to the project coordinator and site administrator within 24 hours of the delay.

• HCPS will not pay for travel time to and from the work site or any travel made during lunch breaks. HCPS will not pay any premium for weekends or holidays. The Contractor will be paid for actual worked performed as evidenced by the sign-in/sign out sheets.

• Re-inspections or post inspections are to be completed within three (3) business days of contact by the Maintenance Department. If repairs are found to not have corrected, as instructed by the inspection report, the Contractor will have 24 hours to return to the facility to repair or correct any such deficiencies as per the inspection report.

• The Contractor must correct improper repairs at NO CHARGE to HCPS or the facility. However, if the re-inspection or post inspection uncovers or determines additional work must be completed to bring the facility up to code, the repair vendor will be paid accordingly based on time and materials as reported to the Maintenance Department and supported by the hourly verification report and proper documentation for the materials used.

1.9.1 Work Hours.

1.9.1.1 Standard Work Hours. Service is called for only between the hours of 6:00 AM and 6:00 PM Monday through Friday, excluding HCPS holidays, unless otherwise specified. Vendor will be expected to schedule assigned work to NOT interfere with normal school arrival and dismissal times. Vendor will be responsible for confirming arrival and dismissal times for each site assigned.

1.9.1.2 Non-Standard Hours. Rates may apply to any services rendered by the vendor outside standard HCPS scheduled maintenance working hours. Payment will be valid only when authorized in writing by an HCPS authorized representative or project manager. Overtime work will normally only apply when health, life and safety concerns dictate rapid response. Overtime scheduled working hours for HCPS maintenance is 6:00 PM-6:00 AM Monday-Friday or anytime on Saturday/Sunday/Holidays.

Overtime Rates may apply to services outside standard HCPS scheduled maintenance working hours if the HCPS project coordinator provides written authorization. Overtime work will normally only apply when health, life and safety concerns dictate rapid response.

1.9.1.3 Elected Work Schedule. The Contractor may elect to perform work after standard working hours and incur any additional expenses based upon convenience and availability to the work location. This after standard working hours approach will only apply when approved by the project coordinator authorizing the work.

Based upon this arrangement overtime WILL NOT be paid. Labor hours are paid in quarter (1/4) hour increments and limited to hours on site. Based upon this agreement, overtime will not be paid.

1.9.1.4 Work Delays. The Contractor is expected to complete work within agreed upon schedules. In cases where delays are clearly not the Vendor(s) responsibility, HCPS may grant an extension to the work completion

Hillsborough County Public Schools Page 13 of 52 time. When work cannot be completed due to a school function, the Contractor shall reschedule a time with school officials and notify HCPS when the rescheduled time is beyond completion date. Any delay of scheduled work must be reported to the HCPS authorized representative or project manager within 24 hours of delay. Every effort shall be made to expedite any and all repairs in accordance with set time limits.

1.9.1.5 Emergency Service. Emergency repairs and maintenance are defined as those items necessary to continue the instructional process and/or maintain a safe operational environment, the loss of which would create a situation that would adversely and unduly affect the safety, health, or comfort for the occupants, or otherwise cause loss to HCPS. HCPS may require the Contractor to perform emergency service at times other than normal working hours. The Contractor shall respond within TWO (2) hours to all requests for emergency service. Failure to respond to a service call, within the designated time, may be considered valid cause for termination of this contract. In the event Vendor does not comply with this requirement, HCPS reserves the right to contact an alternate for service. The Contractor will notify an HCPS authorized representative or Project Coordinator within 24 hours of receipt of purchase order if service requirements will not be met as specified.

In some cases, however, HCPS may require repairs sooner than the timeframes described above. If the Contractor is unable to meet the requirement for immediate service, HCPS reserves the right to obtain service from another source, without adverse consequences.

1.9.1.6 Priority 1. Vendor shall be on site to repair within two (2) hours of notification and shall work continuously until the repair is completed. Projects typically include plumbing system failures that result in the non-availability of essential facilities.

1.9.1.7 Priority 2. Repaired and service restored by 5:00 p.m. on the 2nd business day following issuance of the repair order by HCPS. Projects typically include fixtures and other minor repairs considered to be industry standard repairs.

1.9.1.8 Priority 3. Repaired and service restored by 5:00 p.m. on the 5th business day following issuance of the repair order by HCPS. Projects typically include new installations.

1.9.2 Materials Management.

1.9.2.1 Vendor-Provided Materials. Vendor shall be responsible for consumable items such as electrical tape, cable ties, staples, connectors, assorted screws and bolts, wire nuts, short runs of jet line, etc. HCPS shall not provide separate payment for these items. The cost for these items must be included in the hourly rates included with the proposal.

1.9.2.2 Inventory Management. Vendor shall supply all CCTV-LAN system components and repair parts, conduit, and cable items including, but not limited to those listed on Attachment A. Price Sheet.

1.9.2.3 Cost-plus Items. Cost-plus pricing will be used for materials not included in the hourly rate. Vendors will only be allowed to charge a maximum price of cost-plus ten (10%) percent. Vendor is required to provide documentation supporting its costs for invoiced items.

1.9.2.4 Non-Availability of Parts. When parts are not available vendor will make every possible effort to obtain parts from any authorized dealer and/or manufacturer in order to ensure that maintenance and/or repairs are made within the required time limits.

1.9.2.5 Product Standards. HCPS shall make the determination as to whether any alternative product or service is or is not “equal” and such determination shall be final and binding on all Proposers.

1.9.2.6 Product/Service Availability. All products, equipment, merchandise, and miscellaneous materials proposed and/or order must be the latest manufacturer’s model and design.

1.9.2.7 Technical Manuals. Vendor shall provide a complete set of manuals, if applicable, and all related documents for all components included in the system, substitute items prior to approval, upon installation including a diagram showing the details of the installed system and key system components.

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1.9.3 Warranty. The Contractor warrants that goods or services supplied hereunder will be of good workmanship and of proper materials, free from defects and in accordance with specifications. If the vendor knows of the purchaser’s intended use, the vendor warrants that the goods or services are suitable for that intended use.

• The minimum warranty on product shall be one (1) year. Vendor shall warranty and guarantee all goods and services for a period of one (1) year from the date of acceptance. Vendor shall be obligated to repair or replace any and all defects in material or workmanship which are discovered or exist during said one (1) year period.

• All labor, products and transportation shall be at Vendor’s expense.

• Labor shall have a warranty of one (1) year from the date of completion. Rework for incomplete, insufficient or failed work under a current warranty shall be at no cost to HCPS. A “No Charge” invoice shall be submitted on all warranty repairs detailing the any and all product replaced including dimensions and quantity in writing.

• The Contractor shall respond to all warranty requests within twenty-four (24) hours of notification.

• Repeated failure to meet established inspection and repair timeframes will be considered unsatisfactory under the terms of this contract. Excessive instances of unsatisfactory service shall be cause for default.

• Effective date on all warranties shall begin at time of complete installation and acceptance by HCPS.

• Warranty repairs must be accomplished within the timeframes established above.

1.9.4 Safety Requirements.

• The Contractor understands that all contractual services shall be provided with the least inconvenience to HCPS property. Amount of time that normal operations are interrupted must be kept to an absolute minimum and coordinated with HCPS project coordinator. The Contractor shall schedule assigned work to not interfere with normal school arrival and dismissal times.

• All contractual services must meet safety requirements for pedestrian and vehicular traffic and must be left in a clean and orderly manner. All areas and/or property that is damaged while work is under way shall be restored as found by the Vendor prior to completion of work and to the satisfaction of HCPS.

• The Contractor shall protect all existing and newly installed work, materials, equipment, improvements, utilities, structures, and vegetation always during the course of work performed under this contract. Adequate barricades shall be erected and maintained all around areas where equipment and materials are stored and used. Any property damaged by the Vendor or his representatives during this contract will be repaired or replaced to the satisfaction.

• It will be the sole responsibility of the Contractor to dispose of all construction debris at an authorized landfill and all incurred costs shall be borne by the Contractor. Material cleared from site and disposed on adjacent or nearby property will not be considered as having been disposed of properly. Use of HCPS dumpsters is prohibited.

• Project is not completed until damages incurred, if any, have been repaired and…