26056-ITB-DST_Auction_Services_Surplus_Vehichles.dotx.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

WEDNESDAY, MARCH 11, 2026

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

901 E. KENNEDY BOULEVARD

TAMPA, FLORIDA 33602

Van Ayres, Superintendent of Schools

INVITATION TO BID (ITB)

26056-ITB-DST AUCTION SERVICES SURPLUS VEHICLES

TECHNICAL QUESTIONS DUE DATE

WEDNESDAY, APRIL 1, 2026, 5:00 PM, ET

BID DUE DATE

WEDNESDAY, APRIL 15, 2026, 5:00 PM, ET

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.

http://www.myvendorlink.com/

Hillsborough County Public Schools Page 2 of 43 Invitation to Bid 26056-ITB-DST Auction Services Surplus Vehicles

1 SCOPE OF WORK/SERVICES

2 INTRODUCTION

3 BIDDER’S CONTACT INFORMATION & CERTIFICATION

4 REQUIRED SUBMITTALS CHECKLIST

5 BIDDER INSTRUCTIONS

6 MINIMUM QUALIFICATIONS

7 PRICING

8 GENERAL TERMS AND CONDITIONS

9 INSURANCE REQUIREMENTS

10 APPENDIX A: SUBSTITUTE W-9

11 APPENDIX B: FEDERAL FUNDING

12 APPENDIX C: USDA FUNDING

Hillsborough County Public Schools Page 3 of 43

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.

1.1.1 Funding Source. Proposers who wish to quote on federally funded purchases must provide the signed appendices:

☒ Appendix: Federal Funding. The file is available via www.myvendorLink.com

☒ Appendix: USDA Funding. The file is available via www.myvendorLink.com

Read and sign the separate documents. All purchases involving the expenditure of federal funds, whether full or partial, must be compliant with Appendix II to 2 CFR Part 200. The following certifications and provisions are required and apply when HCPS expends federal funds for any purchase resulting from this Agreement. HCPS will follow §§ 200.317 through 200.327 of the general procurement standards. Contract provisions for any agreement that involves, receives, or utilizes Federal Grants funding must state that the following terms and conditions shall be a part of this Agreement, and the Contractor accepts and acknowledges that it is compliant and will continue to comply with the applicable terms and conditions for the term

1.2 CONTRACT TERM/RENEWALS

The initial term will begin upon approval by the Board and 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 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 Agreement 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

Hillsborough County Public Schools Page 4 of 43 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 Hillsborough County Public School’s (HCPS) Property Control Department is soliciting proposals from qualified firms to provide comprehensive auction services for all surplus, obsolete, and district tangible property, including but not limited to vehicles, heavy equipment, trailers, small engine machinery, kitchen equipment, cafeteria equipment, construction equipment, technology assets, and any other inventory designated as surplus or obsolete by the District.

The Contractor shall perform all services necessary for the collection, transportation, storage, marketing, and auction of surplus and obsolete district property. The selected firm must possess a valid State of Florida Independent Motor Vehicle Dealer License (VI) as required by the Florida Department of Highway Safety and Motor Vehicles.

1.4 MINIMUM ACCEPTABLE PRICE (MAP)

a. The Seller (HCPS) may, at any time, establish a MAP for any vehicle or related equipment on the inventory listing

b. The Contractor shall make no sale below any set MAP limit without prior written approval.

c. In an event where an item has been sold below the established MAP limit without prior written approval, the Contractor shall reimburse HCPS for the difference between sale dollars and MAP.

1.5 LOGISTICS

a. The County or Participating Agency (HCPS) will provide an inventory listing of vehicles and related equipment to be auctioned at least ten (10) days prior to the auction date.

b. HCPS may be required to add, modify, or delete items from such list within an agreed-upon number of days prior to the auction day.

c. The Contractor shall accommodate auctioneering services for all vehicles and related equipment within ten (10) days of notice.

d. The Contractor shall be responsible for coordinating the transportation and delivery of inventory equipment to the Contractor’s auction site, including the payment of such. The Contractor shall then provide HCPS with invoices showing actual transportation costs, which will be deducted from the sales proceeds.

e. There shall be no markup on transportation cost or any pass-through costs.

f. Upon receipt of equipment to be auctioned, the Contractor shall provide the participating entity with a receipt.

g. The Contractor shall immediately notify HCPS of any item(s) containing license plates, light bars, logos and seals, or other identification markings. Such items shall not be auctioned. The Contractor will hold items until given directions by the HCPS Property Control Department.

h. The Contractor shall be required to remove any decals and numberings from vehicles/equipment without damaging the paint finish.

1.6 DELIVERABLES

The Contractor shall be responsible for providing all personnel, advertising, and services necessary to conduct the auction. The Contractor shall have a website that includes current data and photos of equipment inventory for each scheduled auction, and such website shall have the capability to allow bidders to enter a proxy bid on specified items.

The Contractor shall have the capability to conduct internet-based auctions whereby all bidding may be conducted remotely to enable auction sales to continue in the event public gatherings are limited in number or prohibited altogether.

1.6.1 Disclaimer of Sales

a. The Contractor shall post or distribute to the audience and on their website the terms and conditions, restrictions, and procedures whereby goods will be sold at the auction.

b. The Contractor shall advise the bidder of known defective conditions of any vehicle and/or vehicle-related

Hillsborough County Public Schools Page 5 of 43 equipment offered for sale before offering the vehicle and/or vehicle-related equipment for auction.

c. All sales must be F.O.B place of sale, and are to be sold AS IS, and shall disclaim all warranties express or implied, including but not limited to warranty, fitness for a particular purpose, or merchantability. Such disclaimer shall be indicated on each advertisement or announcement. Contractor will be responsible for and will bear or reimburse the Seller for any expenses resulting from Contractor’s failure to provide such disclaimer.

d. Each auction item shall include a notice of description with a description of all relevant details of the item, including MAP / Right of Refusal (ROR), year, make, and model, as applicable.

e. The Contractor shall have electronic access to the Department of Motor Vehicles (DMV) database to check registration, Vehicle Identification Number (VIN), etc.

f. The Contractor must provide services necessary to register, license, and/or transfer title of vehicle and/or vehicle-related equipment to the buyer, including the submittal of all required paperwork to DMV within a period of thirty (30) days.

g. The Contractor will be responsible for collecting, counting, and recording all proceeds and documentation received during the auction, including certification of payment of Florida State Sales tax. Acceptance of bad checks or errors in the computation of funds will be at the auctioneer’s risk.

h. For verification purposes, all auction sales must be electronically recorded.

i. HCPS will be paid based on the recorded sale value. No-shows will be deducted from the total sales; however, the deposit paid by the no-shows will be recorded as a sale.

j. At the point of sale, the Contractor shall provide the successful bidder with a bill of sale and the related vehicle items.

k. HCPS shall not pay any premiums associated with the sale of items at auction.

1.6.2 Facility Requirements

a. All auctions shall be conducted at the auctioneer’s owned or leased facility.

b. The Contractor’s facility shall have the capability to accommodate approximately 100+ vehicles, including large trucks and oversized vehicles and related equipment.

c. The Contractor’s facility shall have the capability to safely store the same amount of additional equipment, at no extra cost to the participating entity, until the equipment is sold and picked up by the buyer.

d. The Contractor may not store vehicles and or related equipment at a location(s) other than the Contractor’s owned or leased facility at which the auction takes place.

e. HCPS shall be provided with access when requested to the secured storage facility, as well as the Contractor’s auctions, to monitor and record bid prices.

f. The Contractor shall provide access to all prospective bidders to inspect equipment, at least five (5) business days prior to the auction date, including a two (2) hour inspection period the morning of the auction. The facility shall be open for a minimum of eight (8) hours daily during public inspection periods.

1.6.3 Damaged or Lost Property

a. Contractor will be responsible for replacing or compensating the Seller at fair market value for any property lost, stolen, damaged, or destroyed by a third party or vandalism. The replacement or repair shall be within the time frame specified by the Seller. All replacements or repairs will require prior written approval.

b. A third-party appraiser valuation shall be the final arbiter in the event of a dispute on replacements or repairs

Hillsborough County Public Schools Page 6 of 43 between the Seller and the Contractor. If the Contractor has failed to properly replace or repair damaged vehicles and/or vehicle-related equipment, the County will invoice the Contractor for all damages incurred.

c. The Contractor shall pay the Seller for the appraised value or 3rd party appraiser valuation of the loss/damaged related equipment, and such payment shall be made within thirty (30) days of the loss.

1.6.4 Reports

Sold Items: After each auction, the Contractor shall provide HCPS an electronic accounting, in EXCEL format, within twelve (12) business days of the auction for all items sold at auction, including but not limited to:

• Date Auction Conducted

• Seller Name

• Seller established MAP price per item

• Description of the product auctioned, including the year, make, and model

• Property control number, VIN, serial number

• Selling Price

• Transportation Fees

• Auctioneer commission dollar amount

• Net price due to the Seller

• Signature attesting to the accuracy of the gross and net pricing and dated.

1.6.5 Unsold items

The Contractor shall furnish the Seller with the equipment listing of all unsold vehicles and equipment items within six

(6) business days of the close of each auction. This equipment listing shall include all submitting bid pricing, if any.

Unless otherwise stated by the Seller, such items shall be held by the Contractor in a safe and fully secured location until the next auction, at no expense to HCPS.

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 7 of 43

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 Bidl, 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 8 of 43 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.

[INTENTIONALLY BLANK]

Hillsborough County Public Schools Page 9 of 43

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 10 of 43

3.1 BIDDER’S STATEMENT OF PRINCIPAL PLACE OF BUSINESS

☐ If the 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 11 of 43

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 2. Contact Information & Certification. Filled in all required information.

X Section 3. Required Submittals Checklist. Signed and submitted with the Bid.

X Section 4. Bidder Instructions. Signed and submitted with the Bid.

X Section 5. 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 6. 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

Hillsborough County Public Schools Page 12 of 43

The below-signed HCPS facilitator has received and reviewed the submitted Bid and declares to their best abilities whether the above documents or required signatures were timely submitted. Should the facilitator choose to deem any of the required information as a minor irregularity, the Bidder may be asked to provide the missing information prior to the Committee’s initial evaluation (not to exceed three (3) business days). Failure to provide the missing information shall require the facilitator to reject the Bid. All Bids submitted without prices or not in “Complete” status on www.myvendorlink.com shall be automatically rejected.

HCPS Facilitator Name Title

HCPS Facilitator’s Signature Date

Hillsborough County Public Schools Page 13 of 43

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 43 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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E-Verify. Per § 448.095, Florida Statutes, all employers within the state shall use the U.S. Department of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all employees hired during the term of the Agreement. The Contractor shall also require all subcontractors performing work under the Agreement to utilize the E-Verify system for any employees they may hire during the term of the Agreement. The Contractor must provide evidence of compliance with § 448.095, Florida Statutes. Evidence may consist of, but is not limited to, providing notice of the Contractor’s E-Verify number. Failure to comply with this provision constitutes a material breach of the Agreement, and HCPS reserves the right to terminate the Agreement at its sole discretion. The Contractor may be liable for all costs associated with HCPS securing the same services, inclusive, but not limited to, higher costs for the same services and bidding costs (if necessary).

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

Initials of Authorized Representative of Bidder: ____________,

6.1.6 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: ____________ https://e-verify.uscis.gov/emp

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6.1.7 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. List any regulatory or license agency sanctions. HCPS may perform a background check on any Bidder with all state and regulatory agencies.

Signature

Title

Print Name Date

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6.1.8 Business References. The Bidder must submit the requested reference information with the bid. HCPS may contact these references during the evaluation process and may utilize other references’ information to predict the Bidder's capabilities. Negative references, in HCPS’ sole discretion, may be cause for the Bidder’s disqualification.

Included references should be customers from the previous three (3) years. Provide at least three (3) references. HCPS preferred references shall be in the following order: school districts, Hillsborough County, Florida-based references, and State of Florida-based references. Large municipalities or local governments, and the private sector. DO NOT IDENTIFY

HCPS AS A REFERENCE.

REFERENCE # 1.

Bidder Name Telephone #

Contact Name E-mail Address

Scope of Work Provided

Contract/Project Dollar Value

REFERENCE # 2.

REFERENCE # 3.

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6.1.9 Drug-Free Workplace Certification. In accordance with § 287.087, F.S., preference shall be given to businesses with drug-free workplace programs. Whenever two or more Bids, which are equal concerning price, quality, and service, are received by any political subdivision for the procurement of commodities or services, a Bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie Bids will be followed if none of the tied Bidders has a drug-free workplace program.