260451-ITB-DST_Meraki_Licensing_P.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • Procurement Services (813) 272-4374 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

FRIDAY, JANUARY 23, 2026

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

901 E. KENNEDY BOULEVARD

TAMPA, FLORIDA 33602

Van Ayres, Superintendent of Schools

INVITATION TO BID (ITB)

26045-ITB-DST MERAKI LICENSING

TECHNICAL QUESTIONS DUE DATE

FRIDAY, JANUARY 30, 2026, 12:00 PM E.T.

BID DUE DATE

SUNDAY, FEBRUARY 22, 2026, 7:00:00 PM E.T.

TO BE SUBMITTED SOLELY VIA: WWW.MYVENDORLINK.COM

Hillsborough County Public Schools (“HCPS”) hereby issues this competitive solicitation (“Invitation to Bid “or “ITB”), per Rule 6A-1.012, F.A.C., to announce that HCPS is accepting proposals from all qualified firms or individuals interested in providing the commodities and contractual services (the “Services”) as described in the Scope of Work/Services in Section 1. The proposal must demonstrate by the proposer’s qualifications, experience, availability, approach, and work plan that they will best serve the overall needs of HCPS. The proposal must be submitted in a format commensurate with the sections in this ITB. HCPS reserves the right to waive any formalities, to reject any or all proposals, or to re-advertise the ITB for these services. HCPS reserves the right to withdraw all or part of this ITB at any time to protect its interests. The Proposers are asked to be thorough yet concise in their responses. Failure to respond in the manner prescribed herein may be grounds for disqualification of the submitted proposal.

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.

Lobbying/Cone of Silence. The Cone of Silence, HCPS policy 6320 – Procurement, prohibits any communication regarding an active competitive solicitation between any HCPS employee or School Board member and any third party, representative, or lobbyist of that party, in effect from the time of the release of the competitive solicitation until the Board awards the contract.

[INTENTIONALLY BLANK.]

http://www.myvendorlink.com/

Hillsborough County Public Schools Page 2 of 41 Invitation to Bid #26045-ITB-DST Meraki Licensing

1 SCOPE OF WORK/SERVICES

2 INTRODUCTION

3 BIDDER’S CONTACT INFORMATION & CERTIFICATION

4 REQUIRED SUBMITTALS CHECKLIST

5 BIDDER INSTRUCTIONS

6 MINIMUM QUALIFICATIONS

7 GENERAL TERMS AND CONDITIONS

8 INSURANCE REQUIREMENTS

9 APPENDIX A: SUBSTITUTE W-9

Hillsborough County Public Schools Page 3 of 41

1 SCOPE OF WORK/SERVICES

THE PROPOSER MUST READ AND RESPOND TO THIS SECTION IN ITS ENTIRETY AND MAY SUPPLEMENT THIS SECTION WITH ADDITIONAL INFORMATION TO PROVIDE HCPS WITH A MORE DETAILED BREAKDOWN, BACKUP, AND OPTIONS OF

RELATED COSTS ASSOCIATED WITH THE SOLICITED SERVICES.

HCPS is seeking proposals from experienced and qualified vendors interested in providing the Services referenced herein, including the provision of all related labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests in accordance with the specifications herein. This section identifies HCPS’s desired Services and levels of performance.

HCPS’s specifications herein are designed to enable a proposer to satisfy the requirements for the Services herein. HCPS may express a specification as a standard, a part of a standard, or independent of a standard. No specification shall unnecessarily limit competition by eliminating items capable of satisfactorily meeting HCPS’ actual needs and preferences. The fact that a manufacturer or supplier chooses not to produce or supply equipment, supplies, or services to meet these specifications will not be enough cause to adjudge these specifications as restrictive.

The proposer must provide a signature to acknowledge agreement and understanding with the requirements of the intent of the Scope of Work/Services of this ITB and provide reports or samples, as applicable.

The proposer must note any deviations from the specifications (a model number requires an update or specifications, or a service method is incorrect).

Detailed descriptions and/or illustrations, if applicable, are required with your proposal for consideration.

1.1 ESTIMATED BUDGET

The estimated yearly spending for the Services listed is subject to the availability of funds. HCPS’ performance and obligation to pay under the Award are contingent upon an annual appropriation by the School Board. The costs of the Services paid under any other agreement or from any other source are not eligible for reimbursement under this Award.

For the purposes of calculating the amount of a protest bond, this ITB is valued at approximately $10,300,000 for the initial term of the award. This is only an estimate, and the actual amount may vary. HCPS is not responsible if actual purchases are less than this amount.

1.2 CONTRACT TERM/RENEWALS

The initial term will begin upon approval by the Board for three (3) years and shall automatically renew for up to 2 additional three (3) -year periods, paid annually as appropriations allow in the budget, the Contractor’s performance, the continued need for the commodities and services, and mutual agreement between HCPS and the Contractor to provide the commodities and services required under the Agreement as outlined in the Scope of Work/Services and maintain the same terms and conditions as delineated herein.

1.2.1 Project Term. The term of a Project Service ends upon completion of those services as agreed between the Contractor and HCPS, unless earlier terminated.

1.2.2 Temporary Renewal. If HCPS has a need to extend the Agreement beyond the stated renewal periods, HCPS and the Contractor may agree to renew the Agree for a period not to exceed 180 days

1.2.3 Temporary Unilateral Renewal. If the Contractor chooses to not renew the Agreement at the end of an effective term, it is understood and agreed that HCPS may unilaterally renew the Agreement, for a period not to exceed ninety (90) days, under the same terms and conditions, with a pricing allowance commensurate with the CPI or related PPI to allow for soliciting the affected commodities and services.

1.3 INTENT

The purpose of this Bid is to establish a contract to provide a comprehensive Enterprise License Agreement (ELA) for the Cisco Meraki platform (or equivalent) for the School Board of Hillsborough County (HCPS).

This contract will cover Meraki network hardware and wireless access points (WAPs) currently installed throughout HCPS

Hillsborough County Public Schools Page 4 of 41 and will also provide the ability to expand coverage as needed in the future. HCPS seeks a solution that ensures seamless network operation, scalability, and cost-effectiveness.

1.4 CONTRACTOR’S EXPERIENCE

The Contractor shall have or be able to obtain a Service Provider Identification Number (SPIN). The Contractor shall be established as a Cisco partners with a proven track record of providing Meraki licensing and support services. The Contractor shall provide this information in their response.

1.5 MANUFACTURER CERTIFICATION

The Contractor must be a certified reseller of the product. The Contractor shall provide a letter of designation from a certified reseller of the product with their submission (required). Acceptable designations include Reseller, Distributor, Value Added Reseller (VAR), and Channel Partner.

The Contractor must maintain certification throughout the term of the Bid.

1.6 SERVICES. THE REQUIRED SERVICES ARE LISTED HEREIN, INCLUDING NECESSARY RESOURCES, DELIVERABLES, QUALITY OF PERFORMANCE, AND PROJECT REQUIREMENTS THAT THE AWARDED BIDDER MUST COMPLY

WITH DURING THE PROVISION OF COMMODITIES AND SERVICES.

SERVICE REQUIREMENTS: THE MERAKI ENTERPRISE LICENSE AGREEMENT (ELA) MUST MEET THE FOLLOWING

REQUIREMENTS:

1.6.1 Coverage: The ELA must cover all currently installed Meraki network hardware and Wireless Access Points (WAPs). Below is a detailed list of current equipment:

• C9300-24 Enterprise

• C9300-48 Enterprise

• MR Enterprise

• MS390-24 Enterprise

• MS390-48 Enterprise

• MT

• MV-SEN

1.6.2 Provide a mechanism for adding new devices as HCPS needs evolve.

1.6.3 Licensing Term: HCPS is seeking a licensing term of 36 months, with a requested start date of September 15, 2026, and ending on September 14, 2028. Licenses to be billed annually based on the current equipment list provided by HCPS.

1.6.4 Support: The ELA must include comprehensive technical support for all licensed Meraki devices. This support should include, but not be limited to:

○ 24/7 access to technical support resources.

○ Defined service level agreements (SLAs) for response and resolution times.

○ Access to software updates and upgrades.

○ Hardware replacement or repair services.

1.6.5 Scalability: The ELA must be scalable to accommodate future growth in the number of Meraki devices. The Contractor shall outline the process and costs associated with adding new licenses.

1.6.6 Centralized Management: The ELA should support HCPS's current centralized Meraki management model, allowing for efficient monitoring and administration of all Meraki devices through a single pane of glass.

1.6.7 Implementation and Transition: The Contractor will be responsible for a smooth transition to the new ELA. This may include assistance with license migration, training, and documentation.

1.6.8 The ELA must be structured to support Billed Entity Applicant Reimbursement (BEAR) form processing, with the provider billing the district directly.

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1.6.9 E-Rate Compatibility: This is an E-Rate-funded purchase.

1.7 EQUIPMENT

For list of equipment, refer to the Attachment - Price Sheet under “Hardware Types” tab for a detailed list of the Meraki equipment to be included in the Enterprise License Agreement.

1.8 REPORTING REQUIREMENTS

The Contractor shall provide HCPS with access to detailed reporting on license utilization, support activity, and other relevant metrics.

1.9 PRICING

The Contractor shall submit a Bid Price Sheet. Pricing shall include all costs associated with annual licenses.

The Bid should outline the cost per device, as well as any volume discounts or other pricing incentives.

1.10 E-RATE REQUIREMENTS

1.10.1 Universal Service (E-RATE) Requirements: The Contractor must agree to participate in the Universal Service Program for Schools and Libraries (commonly known as “E-rate”) as provided for and authorized under the federal Telecommunications Act of 1996 (Reference 47 U.S.C. § 254, “Universal Service”). The Contractor acknowledges that any contractual relationship resulting from this Bid may be partially or entirely dependent upon the successful receipt of Universal Service Fund (USF) subsidies. To ensure compliance with all applicable USF regulations, program mandates, and auditing requirements, the Contractor must comply with this requirement.

1.10.2 USF Participation: The Contractor shall agree to participate in the E-rate Program and to cooperate fully with HCPS, the Universal Service Administrative Company (USAC), and any agency or organization administering the E-rate Program to ensure that HCPS receives all of the E-rate funding for which it has applied and to which it is entitled in connection with services and/or products received from the Contractor.

1.10.3 Lowest Corresponding Price: (LCP Rule), 47 CFR § 54.511 (b), prohibits the Contractor from charging HCPS more for E-rate eligible goods or services than it charges similarly situated non-residential customers for similar goods or services unless it can prove that the lowest corresponding price (LCP) is not compensatory.

• HCPS is not obligated to ask for the LCP; it must receive it.

• If at the time of delivery, the LCP is lower than the agreed-upon price, the Contractor must charge the LCP.

• Promotional rates that the Contractor offers for a period of more than 90 days must be included among the comparable rates upon which the LCP is determined.

• There is a rebuttable presumption that rates offered within the previous three years are still compensatory.

• The Contractor may not avoid the LCP Rule by arguing that none of its non-residential customers are identically situated to HCPS or that none of its contracts cover goods or services identical to those sought by HCPS.

• The FCC will permit the Contractor to charge HCPS more than the LCP only when it can prove that the LCP is not compensatory i.e., that it will face demonstrably and significantly higher costs to provide its goods and/or services to HCPS than it would provide similar goods and/or services to similarly situated non-residential customers. Some factors that could affect the cost of service are volume, mileage from the facility, and length of Agreement.

1.10.4 USF Documentation: The Contractor shall provide HCPS staff and/or HCPS’s E-rate consultant within a commercially reasonable period of time, all of the information and documentation that the Contractor has or that the Contractor reasonably can acquire that HCPS may need to prepare its E-rate applications and/or to document transactions eligible for E-rate support.

1.10.5 Invoicing Procedures: The Contractor shall itemize, price, and invoice separately any materials or services that are ineligible for E-rate funding. The Contractor must include the following information on all invoices to HCPS for E-rate eligible equipment and/or services:

• Date of invoice

• Date(s) of service

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• Funding Request Number (FRN)

• The Contractor’s signature on the invoice attesting to the accuracy and completeness of all charges

• Detailed description of services performed, and materials supplied that match HCPS’ contract specifications, Form 470 and Form 471 descriptions of the same

• Clear, concise breakdown of amount(s) to be billed to USAC (the discounted portion of eligible charges) and amount(s) to be billed to HCPS (non-discounted amount of eligible charges)

• Invoice on the Contractor’s letterhead or on the Contractor’s-generated form

• HCPS’ Billed Entity Number

• HCPS’ Federal Communications Commission Registration Number

• Proper E-rate discount percentage as set forth by the applicable FRN and USAC funding commitment decision letter (FCDL)

1.10.6 Reimbursement Process: Service Provider Annual Certification; the Contractor understands that HCPS’ ability to file an FCC Form 472 to start the BEAR (Billed Entity Applicant Reimbursement Form) process is dependent upon the Contractor(s) filing a FCC Form 473, Service Provider Annual Certification form for the relevant funding year. The Contractor understands and agrees that its failure to file the Form 473 in a timely manner will adversely affect HCPS’ operations and may prohibit HCPS from being able to receive the reimbursement monies that it is entitled to receive. If HCPS is unable to receive reimbursement money due to the lack of a Form 473 from the Contractor, the Contractor will be liable to HCPS for any monies that HCPS was unable to collect from the USF program due to the Contractor lack of a Form 473.

1.10.7 Delayed USF Funding Commitment: The Contractor understands that, due to circumstances beyond HCPS’ control, HCPS may not receive an E-rate funding commitment by the beginning of the E-rate funding year, July 1, for the services it intends to purchase from the Contractor during that funding year.

1.10.8 Retroactive Invoicing: When E-rate funding is approved, the Contractor shall invoice USAC for the discounted amount HCPS is owed retroactively to July 1st of the funding year or to whenever approved service to HCPS began, whichever date is later.

1.10.9 USF Audit and Document Retention Requirements: The Contractor shall maintain all bids, quotes, records, correspondence, receipts, vouchers, delivery information, memoranda, and other data relating to Contractor’s services to HCPS. All such records shall be retained for ten (10) years following the completion of services and shall be subject to inspection and audit by HCPS. Contractor(s) shall include in all subcontractor agreements for services, provisions requiring subcontractors to maintain the same records and allowing HCPS the same right to inspect and audit those records as set forth herein.

In addition to the foregoing, the Contractor will create, implement and enforce an internal E-rate audit process that ensures that the Contractor complies with all E-rate program rules and regulations. This process must include the following:

• Separating ineligible project management and other professional services costs, if any, from other charges

• Where labor is involved, maintaining detailed, signed individual timesheets

• Ensuring that ineligible charges are not submitted to USAC

• Invoicing to USAC that is consistent with the Agreement and HCPS’ 470 and 471

• Ensuring that services or products are not provided to HCPS without express written permission or official purchase authorization

• Ensuring that HCPS-approved substitute services or products are prominently noted on invoices submitted to USAC and HCPS

• Where applicable, non-recurring services should be provided prior to September 30th, and recurring services should be provided prior to June 30th of the relevant E-rate funding year

• Supporting documentation sufficient to evidence that what was approved per the FCDL (Funding

Commitment Decision Letter) and provided to HCPS was actually provided to HCPS, and when

• If E-rate eligible services and/or installation or equipment costs are included as part of a larger contract or service/equipment billing, support for the allocation of E-rate eligible amounts and reconciliation of that total to the total amount billed

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THE BELOW SIGNATURE ACKNOWLEDGES THAT THE BIDDER HAS READ THE TERMS AND CONDITIONS HEREIN PRIOR TO SUBMITTING A BID AND IS READY, WILLING, AND ABLE TO FULFILL THE APPLICABLE OBLIGATIONS IN ACCORDANCE WITH THE TERMS AND CONDITIONS AND IS SUBMITTING WITHOUT COLLUSION WITH ANY OTHER INDIVIDUAL OR FIRM.

Vendor’s Name

Authorized Signature Date

Print Name and Title

Hillsborough County Public Schools Page 8 of 41

2 INTRODUCTION

2.1 HCPS BACKGROUND

Hillsborough County Public Schools, Florida (“HCPS” or the “District”) is a political subdivision organized under Section 4, Article IX, of the State Constitution and Florida Statutes. HCPS, which is coterminous with Hillsborough County, is the nation’s seventh-largest school system. HCPS presently has 235 PreK-12 schools, specialty centers, and technical colleges with 225,000 (approximately) students and 24,000 (approximately) employees. Management of HCPS is independent of metropolitan and city governments. The School Board of Hillsborough County, Florida (the “School Board”), a public corporation existing under the Laws of the State of Florida, is the policy-making body of HCPS. The Board consists of seven members elected by geographic area. Among other duties, the Board has broad financial responsibilities, including the approval of the annual budget, which for the 2019/2020 fiscal year is $3 billion. The Chief Executive Officer is the Interim Superintendent of Schools, Mr. Van Ayres, appointed by the School Board, who is responsible for all financial transactions and records of HCPS.

2.1.1 Vision. Preparing Students for Life.

2.1.2 Mission. To provide an education and the supports that enable each student to excel as a successful and responsible citizen.

2.2 DEFINITIONS

The intent and meanings of the following terms shall be as follows.

• Addendum. The “addendum” or “addenda” shall include all written or graphic instruments issued before the Bid’s opening date to modify or interpret this competitive solicitation by additions, deletions, corrections, or clarifications.

• Agreement. The “Agreement” shall include this competitive solicitation, addenda, and written answers to questions (via www.myVendorLink.com), the Bid, all mutually signed documents (signed by the authorized Contractor’s representative and the Board or the HCPS General Manager of Procurement Services), and subsequent renewals covering the provision of the commodities and services herein.

• Bid. The “Bid” is the response submitted by a Bidder to an Invitation to Bid (“ITB”).

• Contractor. The “Contractor” refers to any business entity or individual awarded by the School Board or approved by HCPS’ Procurement Services Department under an awarded Bid or signed agreement.

• Bidder. The “Bidder” shall mean a supplier who submits a bid (“Bid”) in response to an invitation to bid where the price is the primary factor in the evaluation process for award determination.

• Commodities. The commodities shall include any of the various supplies, materials, goods, merchandise, food, equipment, information technology, and other tangible 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.

• Default. The omission or failure to fulfill a duty, observe a promise, discharge an obligation, or perform as agreed.

• Florida Statutes. The “Florida Statutes,” or “F.S.” are the codified, statutory laws of the State of Florida.

• Invitation to Bid (“ITB”). Per Rule 6A-1.012 (1) (b), F.A.C., the “invitation to bid,” “ITB,” “competitive solicitation,” or “solicitation” shall be defined as a written solicitation for competitive sealed bids. The invitation to bid is used when the School Board is capable of specifically defining the scope of work for which a service is required or when the District can establish precise specifications defining the actual commodities or group of commodities required. Per Rule 6A-1.012 (9), F.A.C., in acceptance of responses to invitations to bid, the School Board may accept the Bid of the lowest responsive, responsible Bidder. In the alternative, the School Board may also choose to award contracts to the lowest responsive, responsible bidder as the primary awardee of a contract and to the next lowest responsive, responsible bidder(s) as alternate awardees from whom commodities or services would be purchased should the primary awardee become unable to provide all of the

Hillsborough County Public Schools Page 9 of 41 commodities or services required by the School Board during the term of the contract. Nothing herein is meant to prevent multiple awards to the lowest responsive and responsible bidders when such multiple awards are clearly stated in the solicitation documents.

• Procurement Officer. The assigned Procurement Officer shall serve as the primary HCPS representative for the competitive solicitation.

• Renewal. The term “renewal” means contracting with the same Contractor for an additional contract period after the initial contract period, only if pursuant to contract terms specifically providing for such renewal.

• Responsible 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 Agreement.

• Responsive Bidder. A Bidder whose Bid fully conforms in all material respects to the solicitation and all of its requirements, including all form and substance.

• Services. The “services” shall include the rendering by a Contractor of its time and effort rather than the furnishing of specific commodities. The term applies only to those services rendered by an organization or individual who serves as an independent contractor. Such services may include, but are not limited to, trades, evaluations; consultations; maintenance; accounting; security; management systems; management consulting;

educational training programs; research and development studies or reports on the findings of consultants engaged thereunder; and professional, technical, and social services. The term does not include a contract for the furnishing of labor or materials for the renovation, repair, modification, or demolition of a facility, building, portion of the building, utility, park, parking lot, or structure or other improvements to real property entered into pursuant to Chapter 255, F.S., and rules adopted thereunder.

Hillsborough County Public Schools Page 10 of 41

3 BIDDER’S CONTACT INFORMATION & CERTIFICATION

The Bidder must provide the requested information for consideration. In case of a dispute or if further clarification becomes necessary, please indicate your representative’s contact information. The General Manager of Procurement Services shall serve as the HCPS representative.

LOCAL CONTACT INFORMATION

Account Representative Name Title

Local Address

Phone Number Cell Phone Number

Email Address Fax Number

X Signature of Owner or Authorized Officer

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 ☐ Fax ☐ Yes ☐ No. Is the Bidder Workers’ Compensation Exempt? If Yes, attach proof of exemption.

☐ Yes ☐ No. Is the Bidder registered as an SBE with the HCPS Office of Supplier Development?

☐ Yes ☐ No. Is the Bidder M/W/SBE certified with any of the following agencies: City of Tampa, FL. Statewide & Inter- Local Certification, Hillsborough County Board of County Commissioners, Florida State Minority Supplier Development Council, or the City of St. Petersburg.

Hillsborough County Public Schools Page 11 of 41

3.1 BIDDER’S STATEMENT OF PRINCIPAL PLACE OF BUSINESS

☐ If box is checked. Name of Vendor: Click or tap here to enter text. whose principal place of business is in the state of:

Click or tap here to enter text.

Vendor’s Signature: X___________________________________________________

INSTRUCTIONS. IF your principal place of business above is located within the State of Florida, provide the information as indicated above and return this form with your Bid response. No further action is required. If your principal place of business is outside of the State of Florida, the following must be completed by an attorney and returned with your bid response. Failure to comply shall be considered to be non-responsive to the terms of this solicitation.

OPINION OF OUT-OF-STATE BIDDER’S ATTORNEY ON BIDDING PREFERENCES. (To be completed by the Attorney for an Out-of-State Vendor).

NOTICE. § 287.084(2), F.S., provides that “a vendor whose principal place of business is outside this state must accompany any written bid, proposal, or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state [or political subdivision thereof] to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts.” See also. § 287.084(1), F.S.

LEGAL OPINION ABOUT STATE BIDDING PREFERENCES

(Please Select One)

The Vendor’s principal place of business is in the State of _____________________________ and it is my legal opinion that the laws of that state do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state.

The Vendor’s principal place of business is in the State of _________________________________ and it is my legal opinion that the laws of that state grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state: [Please describe applicable preference(s) and identify applicable state law(s)]: ____________________________________________________

LEGAL OPINION ABOUT POLITICAL SUBDIVISION BIDDING PREFERENCES

(Please Select One)

The Vendor’s principal place of business is in the political subdivision of ___________________________________ and it is my legal opinion that the laws of that political subdivision do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision.

The Vendor’s principal place of business is in the political subdivision of _______________________________ and it is my legal opinion that the laws of that political subdivision grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision: [Please describe applicable preference(s) and identify applicable authority granting the preference(s)]: ___________________________.

x Signature of out-of-state Bidder’s attorney

The printed name of out-of-state Bidder’s attorney Attorney’s state(s) of bar admission.

Telephone number of out-of-state Bidder’s attorney. Email of out of state Bidders’ attorney

Hillsborough County Public Schools Page 12 of 41

4 REQUIRED SUBMITTALS CHECKLIST

To ensure that the Bidder includes all the necessary submittals to complete a thorough evaluation of the Bid, please use this checklist to make sure you have enclosed all required submittals before uploading the Bid. HCPS may disqualify the Bidder who fails to provide the Items checked as “Required.”

Bidder HCPS

Required Mark, if Submitted

Description of Submittal Verified as Submitted

X Section 3. Contact Information & Certification. Filled in all required information.

X Section 4. Required Submittals Checklist. Signed and submitted with the Bid.

X Section 5. Bidder Instructions. Signed and submitted with the Bid.

X Section 6. Minimum Qualifications. All information is provided including all supporting documents with the Bid.

The Bidder has submitted, as applicable: proof of minimum qualifications, authorization to business in Florida, all necessary licenses, required business references, drug-free workplace, proof of insurance, and all additional forms signed.

X Section 1. Scope of Work/Services. Signed and submitted with the Bid.

X Section 7. Price Sheet (Cost/Best Value). Filled in, signed, and submitted the appropriate pricing sheet and statement of work with the Bid.

X Section 8. General Terms and Conditions. Signed and submitted with the Bid.

X Section 9. Insurance Requirements. Signed and submitted with the Bid.

Appendix B: Federal Funding. If the box is checked, this Appendix is available via a separate file. The file is available via www.myvendorLink.com and must be signed and submitted with the Bid.

Appendix C: USDA Funding. If the box is checked, this Appendix is available via a separate file. The file is available via www.myvendorLink.com and must be signed and submitted with the Bid.

Bidder, Print Name Title

Signature Date

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5 BIDDER INSTRUCTIONS

Hillsborough County Public Schools (“HCPS”) hereby issues this solicitation, per Rule 6A-1.012, F.A.C., to announce that HCPS is accepting Bids from qualified organizations or individuals interested in providing the commodities and services as described in Section 4. Scope of Services of this document. The Bidder must demonstrate by their qualifications, experience, availability, approach, and work plan that they will best serve the needs of HCPS.

5.1 VENDORLINK

The VendorLink bidder portal (www.myVendorLink.com), is HCPS’ primary supplier portal, which is a web-based, Bidder self-service solution that allows HCPS to collaborate with vendors in a secure, 24-7 online environment. HCPS will post all solicitations and supporting documents via www.myVendorLink.com. It is the sole responsibility of the interested parties to monitor VendorLink for solicitation opportunities and updates.

Each Bidder must have a current vendor application on file with VendorLink to conduct business, receive notices, updates, and addenda, and ask questions under the chosen solicitation. HCPS may disqualify a Bidder for failure to comply with this condition.

When a solicitation matching the Bidder-chosen selections (NIGP codes) becomes available, the VendorLink system sends email notifications to the email address provided during the registration process. The email notification contains the link and information necessary for the solicitation for download from any computer. Vendors may view the solicitation by selecting the Bid Solicitations link: www.myVendorLink.com/common/searchsolicitations.aspx.

5.1.1 Email Notification. The Bidder must ensure their email spam filter accepts notices from www.myvendorlink.com. HCPS will not make exceptions for a Bidder’s inability to receive an emailed notification.

5.1.2 Questions. A Bidder with additional questions regarding this solicitation or a related document(s) may submit a written request for clarification to the solicitation at www.myVendorLink.com no later than the “Technical Questions Due Date,” see coversheet. Any interpretation to a Bidder shall be via written addenda posted on VendorLink before the bid due date. Any information that amends any portion of this solicitation, received by any method other than an addendum issued to the solicitation, is not binding on HCPS. Where there appears to be a conflict between the solicitation and any addendum issued, the last addendum issued will prevail.

5.1.3 Technical Support. The Bidder must email the VendorLink technical support desk via email at support@eVendorLink.com if technical difficulties arise during the submission of their Bid. HCPS shall not be responsible for delays caused in any occurrence and shall reject all Bids submitted via any other means, without notice.

5.1.4 Electronic Submittal. The Bidder must upload their Bid electronically to VendorLink (www.myVendorLink.com).

5.2 SUBMITTED BID

5.2.1 Bid File Formats. Acceptable file formats for upload are microsoft excel (prices/rates/spreadsheet), and adobe portable document (.pdf) (text). Please do not submit .zip file formats and printing must be enabled on all files submitted. Printing must be enabled on the submitted files.

5.2.2 Ontime Submittal. The Bidder is solely responsible for the on-time submittal of their Bid to VendorLink. Please allow adequate time to upload the Bid to VendorLink.

5.2.3 Weather Closures. Should weather conditions require HCPS to close its offices or there is a documented outage VendorLink, on the Bid Due Date, said date will become effective on the same hour of the following HCPS business day, or the Procurement Services Department will post an additional extension(s) via www.myVendorLink.com.

5.2.4 Bid Withdrawal. The Bidder may not withdraw their Bid for a period of 120 days after the Bid Due Date unless otherwise specified.

5.2.5 Variance from Terms. The Bidder must indicate in their Bid any variances from specifications, terms, and conditions regardless of how slight. HCPS will assume that the commodities and services fully comply with the specifications, terms, and conditions herein. Additional purchasing conditions and minimum order requirements may be reasons for the rejection of the Bid.

5.2.6 Discrepancies. HCPS is not responsible for discrepancies or inconsistencies provided in the Bid and may reject http://www.myvendorlink.com/ http://www.myvendorlink.com/ http://www.myvendorlink.com/common/searchsolicitations.aspx

Hillsborough County Public Schools Page 14 of 41 the Bid deemed non-responsive.

5.2.7 Forms. The Bidder, unless otherwise specified, must use the form(s) furnished by HCPS. Failure to do so may, at any time, be cause for rejection of the Bid or Board award.

5.2.8 Missing Attachments/Documents.

• The Bid must include all required attachments and requested documentation.

• HCPS will not review a Bid before the due date and time.

• HCPS cannot accept any missing documents after the due date unless HCPS deems the missing document(s) as non-material to the evaluation of the Bid. The Bidder shall promptly provide the requested documents prior to Board submittal and/or award.

5.2.9 Signatures. An officer or employee who has the authority to contractually bind the Bidder must provide signatures on the Bid.

5.2.10 Trade Secret. The Bidder must submit all “trade secret” information, in response to this solicitation, in compliance with §§ 119.07 and 812.081, F.S., in a separate file and so titled. The Bidder’s failure to prepare and label the confidential or exempt portions of their Bid in the manner specified in this section shall constitute a waiver by the bidder of any applicable exemptions from disclosure or any confidential status including ones that may be applicable to trade secrets under State of Florida law. If challenged, the Bidder who submits the trade secret information shall bear all costs associated with defending their position.

5.2.11 Joint Bid. HCPS shall only recognize a single Bidder as the awarded contractor, should multiple Bidders submit a joint Bid in response to this solicitation. If offering a joint Bid, the primary Bidder must:

• include the names and addresses of all parties of the joint Bid; and

• provide all bonding and insurance requirements, execute the Agreement, complete the Bid, and have overall and complete accountability to resolve any dispute arising throughout the Agreement term; and

• be responsible for the provision of the commodities and services associated with the Bid and all contract administration; and

• participate at applicable HCPS meetings, oversee the preparation of reports and presentations; and

• prepare and present consolidated invoice(s) for the provided services. HCPS shall issue only one check for each consolidated invoice to the Contractor for the provided commodities and services.

5.3 PROPOSED PRICES/RATES

All prices/costs/fees/charges offered herein shall be firm against any increase for the initial term of the Agreement unless mutually agreed or as stated otherwise in this solicitation or as approved by the General Manager of Procurement Services. The Contractor shall bear sole responsibility to notify Procurement Services no less than sixty (60) days prior to any anticipated changes in prices. Any request for changes requires the submittal of bonafide 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 for evaluation by HCPS. HCPS reserves the right to accept or reject, within thirty (30) days of receipt, the request for price or rate changes. HCPS will cease orders for items rejected for price change. If HCPS approves the requested changes, the price will remain firm for the remaining effective term, or as stated in a written mutually signed renewal letter.

5.3.1 Favored Nation Clause. The Bidder agrees, based on comparable size and quantity, that the Bidder is providing HCPS with the same or better pricing, for like-purchases of comparable size, than other organizations and governmental agencies. If during the term of the Agreement, HCPS identifies better pricing for the same item, the Bidder agrees to offer HCPS the reduced price.

5.3.2 Prompt Payment Discount. The Bidder may offer a discount for prompt payment. However, HCPS shall not consider such a discount in determining the lowest net cost for evaluation purposes unless HCPS provides written acceptance of the applicable discount. HCPS shall compute discounts from the date of satisfactory delivery at the place of acceptance or from receipt of the correct invoice at the office specified, whichever is later.

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5.3.3 Additional Charges and Fees. The Bidder must provide all additional charges such as installation, shipping, insurance, normal service consumables, shop supplies, environmental fees, administration fees, etc. in the Bid. HCPS will not be responsible for any type of miscellaneous surcharges or fees. Post-award, the Contractor may not add any additional fees to the order including, but not limited to, special handling charges, hazardous materials fees, fuel surcharges, etc. after award without written HCPS approval.

5.4 NOTICE OF INTENT

HCPS will post a Notice of Intent to Award to enter into one or more awards with Bidder(s) identified therein, on www.myVendorLink.com. A notice of intent to award under this solicitation shall not constitute or form any award nor contractual obligation between HCPS and the Bidder.

5.5 CONTRACT

This solicitation, all related addenda, the Bid, award by the School Board or HCPS approval, and a mutually signed agreement (optional) by the authorized signing authorities, and an HCPS-issued purchase order shall constitute a legally binding agreement. HCPS reserves the right to request a separate agreement for services consistent with the terms and conditions herein. The Contractor shall not provide commodities and services, nor shall HCPS compensate the Contractor for commodities and services until the Contractor has submitted the:

• Certificate of Insurance, and

• Meets Jessica Lunsford Act compliance (if applicable); and

• Has been issued the appropriate purchase order.

THE SIGNATURE ACKNOWLEDGES THAT THE BIDDER HAS READ THE TERMS AND CONDITIONS HEREIN PRIOR TO

Bidder’s Name

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6 MINIMUM QUALIFICATIONS

The Bidder must provide and/or be compliant with all the requirements below. HCPS will not evaluate Bids that fail to provide the required documents and shall deem the Bidder as non-responsive. HCPS reserves the right to request additional documentation at any time during the agreement period. The Bidder must be qualified at the time of Bid submittal and provide documentation to provide proof of meeting the requirements below.

6.1.1 Experience. The Bidder shall have been in the provision of the required commodities and services herein for a minimum of three (3) years and shall provide proof along with the Bid (including but not limited to articles of incorporation, and business tax receipts…). Failure to provide said proof may be grounds for rejection of the Bid. The Bidder must prove the validity of the stated documents to be in effect at the time of Bid opening. HCPS will not award on assumptions that a granting of a license will occur at a future date. The Bidder must provide written evidence that it maintains a permanent place of business and has adequate equipment, finances, and personnel to furnish the commodities and services offered satisfactorily and expeditiously.

Initials of Authorized Representative of Bidder: ____________

6.1.2 Authorization To Do Business In The State of Florida. Unless the Contractor will solely provide commodities via mail, out-of-state corporations and limited partnerships must provide proof of authorization to do business in the State of Florida. In-state corporations must be active and in good standing in the state of Florida. The Bidder must provide proof of registration on www.sunbiz.org.

Initials of Authorized Representative of Bidder: ____________

6.1.3 Licenses/Permits/Business Tax. The Bidder must provide proof that it is current with all applicable business and occupational licenses, and business taxes, and able to obtain all applicable permits, whether municipal, county, state, or federal required for the provision of the Contractor’s obligations and functions hereunder upon the bid’s due date. Failure to adhere to this paragraph or provide any necessary licenses or qualifications to lawfully provide the required commodities and services shall be cause for rejection of the Bid, or, if not specifically stated in this solicitation, shall be cause for immediate termination and further sanctions.

Initials of Authorized Representative of Bidder: ____________

6.1.4 Proof of Insurance. The Bidder must provide proof of insurance. Also, upon award, at its own expense, the Contractor must maintain an insurance policy in effect at all times during the performance of this Agreement with an insurance company licensed or authorized to do business in the State of Florida having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the below coverage amounts. Failure of the Consultant must maintain the required insurance will constitute a material breach entitling HCPS to immediately terminate this Agreement for default. See Appendix A. Insurance requirements.

Initials of Authorized Representative of Bidder: ____________

6.1.5 The Jessica Lunsford Act (JLA) Badges (Applicable Upon Award). To comply with §§ 1012.465 and 1012.467, F.S., the “Jessica Lunsford Act,” A Contractor who meets any of the three (3) criteria, below, upon award, must be Level II fingerprinted and Florida Department of Law Enforcement (FDLE)/Federal Bureau of Investigations (FBI) screened by the HCPS Professional Standards Department. Those Contractor employees must have the statewide JLA badge and the HCPS yellow badge to access HCPS sites. HCPS personnel will deny access to all Contractor employees violating this requirement and may be cause for termination of the Agreement. The Bidder may contact the Jessica Lunsford Act office at (813) 840-7178 for more information.

• be at school when students are present, or

• have direct contact with students, or

• have access to or control of school funds. The only applicable exception is the "six-foot fence" rule where the

Contractor shall perform work and always remain, in an area separated from students by a chain link fence that is at least six (6) feet high.

Initials of Authorized Representative of Bidder: ____________ http://www.sunbiz.org/

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6.1.6 E-Verify. Per § 448.095, F.S., all employers within the state shall use the U.S. Agency of Homeland Security’s E- Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all employees hired during the term of the Agreement. The Bidder shall also require all subcontractors performing work under the Agreement to use the E-Verify system for any employees they may hire during the term of the Agreement. The Bidder must provide evidence of compliance with § 448.095, F.S. Evidence may consist of, but is not limited to, providing notice of the Bidder’s E-Verify number. Failure to comply with this provision is a material breach of the Agreement and HCPS may choose to terminate the Agreement, at its sole discretion. The Bidder 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).

E-Verify #: __________________________________

Initials of Authorized Representative of Bidder: ____________,

6.1.7 Subcontractors. Subcontractors. The Bidder shall serve as a prime contractor and shall be responsible for all actions taken by its subcontractors and shall bear all liability for the subcontractors’ action under the Agreement. HCPS must pre-approve each subcontractor and must follow all of the Bidder’s requirements herein. The Bidder’s requirements under the Agreement herein shall apply to all HCPS-approved subcontractor(s). The subcontractor includes any organization whom the Bidder shall utilize for the provision of commodities and services subject to the Agreement. The Bidder must notify HCPS for prior approval as to the use of or replacement of any subcontractor. If applicable, list all subcontractors:

1. ___________________________________________________________

2. ___________________________________________________________

3. ___________________________________________________________

4. ___________________________________________________________

5. ___________________________________________________________

6. ___________________________________________________________

7. ___________________________________________________________

8. ___________________________________________________________

9. ___________________________________________________________

10. ___________________________________________________________

Initials of Authorized Representative of Bidder: ____________

6.2 MANUFACTURER CERTIFICATION

The Contractor must be a certified reseller of the product. The Contractor shall provide a letter of designation from a certified reseller of the product with their submission (required). Acceptable designations include Reseller, Distributor, Value Added Reseller (VAR), and Channel Partner.

The Contractor must maintain certification throughout the term of the Bid.

Initials of Authorized Representative of Bidder: ____________ https://e-verify.uscis.gov/emp

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6.2.1 Statement of Qualifications. Please provide written responses to the following questions. If the answer to any of the questions is “Yes,” the Bidder shall describe fully the circumstances, reasons therefore, the current status, and ultimate disposition of each matter that is the subject of this inquiry. If additional space is needed for any questions, please attach it to this document.

☐ Yes ☐ No: Has Bidder been declared in default of any contract?

☐ Yes ☐ No: Has Bidder forfeited any payment of performance bond issued by a surety company on any contract?

☐ Yes ☐ No: Has an uncompleted contract been assigned by Bidder’s surety company on any payment of performance bond issued to Bidder arising from its failure to fully discharge all contractual obligations there under?

☐ Yes ☐ No: Within the past three (3) years, has Bidder filed for reorganization, protection from creditors, or dissolution under the bankruptcy statutes?

☐ Yes ☐ No: Is Bidder now the subject of any litigation in which an adverse decision might result in a material change in the firm’s financial position or future viability?

☐ Yes ☐ No: Is Bidder currently involved in any state of fact-finding, negotiations, or resistance to a merger, friendly acquisition, or hostile take-over, either as a target or as a pursuer?

License Sanctions.