26058_Addendum_1.pdf
PDF 183 KB Posted
- Attached to
- Substitute Teacher Services
- Solicitation number
- 26058-RFP-DST
- Issued by
- Florida
About this file
This is Addendum 1 to a Request for Proposals (RFP #26058-RFP-DST) issued by Hillsborough County Public Schools (HCPS) in Tampa, Florida, for Substitute Teacher Services. The addendum clarifies key aspects of the solicitation through a comprehensive questions-and-answers section addressing inquiries from potential bidders. The contract seeks qualified contractors to provide substitute teachers and paraprofessionals district-wide for all positions and grade levels. Historical data indicates 250,866 total substitute requests in the 2024-2025 school year with an average daily fill volume of 1,267 requests and a peak volume of 1,983 requests on March 14. The request distribution consists of 61.5% pre-arranged assignments (2 or more days), 25.3% one-day assignments, and 13.2% same-day requests filled within one hour, with 92.7% of all requests ultimately filled. Long-term assignments average 50 days in duration. The original technical questions deadline was Monday, March 9, 2026, at 12:00 PM, with proposals due by Monday, March 23, 2026, at 5:00 PM. The initial contract term is four years commencing the first business day after Board approval, with automatic renewal options for up to four additional one-year periods for a maximum eight-year total.
The estimated contract budget is $50,000,000 annually, representing a new contract rather than a renewal, with the incumbent contractor being Kelly Services. Bidders must submit comprehensive proposals for all substitute positions and cannot submit partial bids for specific categories. The hourly pay rates listed in the pricing worksheet are maximum allowable rates that cannot be adjusted, and proposers must use HCPS's required Excel pricing model with a pay rate plus markup structure rather than an all-inclusive bill rate model. Markup percentages must cover all costs including recruitment, training, workers' compensation, insurance, technology systems, reporting, and administrative support. No penalties exist for not meeting fill rates, which are measured both district-wide and by individual school. Vendors must integrate with HCPS's existing absence management system and provide real-time dashboard-based reporting on metrics including absences by site and district, fill rates, and administrator satisfaction surveys. Vendors must submit W-9 forms and proof of insurance with their proposals, with electronic signatures accepted. Small Business Enterprise participation is encouraged through registration with HCPS's Office of Supplier Development, and the district retains discretion to award to multiple vendors, though the allocation methodology among multiple awardees has not yet been determined.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| STATEMENT_OF_NO_BID.pdf | ||
| Vendor_Registration_Form_07.10.25.pdf | ||
| 26058-RFP-DST_Price_Sheet.xlsx | XLSX spreadsheet | |
| HCPS_Vacancies_24-25.xlsx | XLSX spreadsheet | |
| CONTRACTING_WITH_ENTITIES_OF_FOREIGN_COUNTRIES_OF_CONCERN_PROHIBITED_AFFIDAVIT.pdf | ||
| 26058-RFP-DST_Substitute_Teacher_Services.pdf | ||
| Vendor_Registration_Form_07.10.25.pdf | ||
| 26058-RFP-DST_Substitute_Teacher_Services.pdf | ||
| HCPS_Vacancies_24-25.xlsx | XLSX spreadsheet | |
| CONTRACTING_WITH_ENTITIES_OF_FOREIGN_COUNTRIES_OF_CONCERN_PROHIBITED_AFFIDAVIT.pdf | ||
| STATEMENT_OF_NO_BID.pdf | ||
| 26058-RFP-DST_Price_Sheet.xlsx | XLSX spreadsheet | |
| Federal_Funding.pdf | ||
| Federal_Funding.pdf |
Show all 14
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507
Superintendent Van Ayres
PROCUREMENT SERVICES
ADDENDUM TO COMPETITIVE SOLICITATION
March 11, 2026
Competitive Solicitation No. and Name: 26058-RFP-DST Substitute Services
Addendum #: 1
NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS
The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.
1. Questions and Answers
The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.
Question Answer
Good day!
We are interested in participating in the above-captioned solicitation. The following are some of our questions:
1. Is this a new contract or renewal of an existing contract?
2. If there is an existing contract, could you please share the names of the current vendors and their pricing?
3. In order to be considered responsive for this solicitation, is it mandatory to bid on all positions?
4. What is the estimated budget for this contract?
5. Is it mandatory to subcontract?
6. Could you please provide information on the daily duration of shifts required for the necessary professions? For example, the number of hours per day?
Looking forward to hearing from you soon.
Thank you!
1. Is this a new contract or renewal of an existing contract? New.
2. If there is an existing contract, could you please share the names of the current vendors and their pricing? The existing contract was/is awarded to Kelly Services.
3. In order to be considered responsive for this solicitation, is it mandatory to bid on all positions? You will bid on providing substitutes for teachers and paraprofessionals for the entire district.
4. What is the estimated budget for this contract? $50M.
5. Is it mandatory to subcontract? The bidders will be the employers of the substitutes; there is no subcontract.
6. Could you please provide information on the daily duration of shifts required for the necessary professions? For example, the number of hours per day? The "shift" is based on the start and end times of the sites. Roughly - 7:30 AM - 3:00 PM, 8:30 AM - 4:00 PM, or 9:15 AM - 4:45 PM. It is approximately 7.7 hours per shift/day.
Hillsborough County Public Schools Page 2 of 4 26058-RFP-DST Substitute Services
1. What was the total number of substitute requests last school year?
2. What was the average daily fill volume?
3. What was the highest single-day volume last year?
4. What percentage of requests are same-day
vs. pre-arranged?
5. What is the typical turnaround timeline request from notification of 6. need to delivery of services?
6. Are there penalties for not meeting fill rates?
7. Are fill rates measured district-wide or by school?
8. What is the average duration of long-term assignments?
9. Are we able to submit partial bids for just paraprofessionals? Or just special education teachers?
10. Does HCPS currently use an absence management system?
11. Are you expecting the vendor to replace the current system or integrate with it?
12. Are there required report templates?
13. Are reports expected to be real-time dashboard-based?
14. Are we able to provide a list of additional substitute services available to HCPS outside this scope of work?
15. Are the hourly pay rates listed in the pricing worksheet the maximum allowable pay rates to substitutes, or are proposers permitted to exceed those rates at their discretion to remain competitive in recruitment?
16. If market conditions require higher pay rates to achieve fill rate expectations, is the vendor permitted to adjust pay rates accordingly, provided the overall bill rate structure remains within the proposed pricing model?
Will HCPS consider proposals structured as an all-inclusive hourly bill rate rather than a pay rate plus markup model, provided that pricing transparency is maintained? If so, would we be eligible to upload our own pricing sheet instead of the excel?
If HCPS requires a pay rate plus markup model, should the markup percentage include all costs associated with recruitment, training, workers’ compensation, insurance, technology systems, reporting, and administrative support?
1. What was the total number of substitute requests last school year? 250,866 2. What was the average daily fill volume? 1,267 3.
What was the highest single-day volume last year? March 14, 1,983 requests. 4. What percentage of requests are same-day vs. pre-arranged? 61.5% are 2 or more days, 25.3% 1 day and 13.2% same day (less than 1 hour). 5. What is the typical turnaround timeline request from notification of need to delivery of services? Less than one - 92.7% are filled, 6. Are there penalties for not meeting fill rates? No. 7. Are fill rates measured district-wide or by school?
Both. 8. What is the average duration of long-term assignments?
50 days 9. Are we able to submit partial bids for just paraprofessionals? Or just special education teachers? No, we want the bid for all positions listed. 10. Does HCPS currently use an absence management system? Yes. 11. Are you expecting the vendor to replace the current system or integrate with it?
Integrate. 12. Are there required report templates? Templates - no, reports - yes. For example, absences by site, district, number, and percentage, fill rates etc. 13. Are reports expected to be real-time dashboard-based? Yes. 14. Are we able to provide a list of additional substitute services available to HCPS outside this scope of work? Provide other services but HCPS may not select them. 15.
Are the hourly pay rates listed in the pricing worksheet the maximum allowable pay rates to substitutes, or are proposers permitted to exceed those rates at their discretion to remain competitive in recruitment? Prices listed are the maximum. 16. If market conditions require higher pay rates to achieve fill rate expectations, is the vendor permitted to adjust pay rates accordingly, provided the overall bill rate structure remains within the proposed pricing model? Price rates cannot be adjusted. Will HCPS consider proposals structured as an all-inclusive hourly bill rate rather than a pay rate plus markup model, provided that pricing transparency is maintained? No If so, would we be eligible to upload our own pricing sheet instead of the excel? No If HCPS requires a pay rate plus markup model, should the markup percentage include all costs associated with recruitment, training, workers’ compensation, insurance, technology systems, reporting, and administrative support? Include everything and anything you want to cover your expenses.
Hillsborough County Public Schools Page 3 of 4
1. What was the total number of substitute requests last school year?
2. What was the average daily fill volume?
3. What was the highest single-day volume last year?
4. What percentage of requests are same-day
vs. pre-arranged?
5. What is the typical turnaround timeline request from notification of 6. need to delivery of services?
6. Are there penalties for not meeting fill rates?
7. Are fill rates measured district-wide or by school?
8. What is the average duration of long-term assignments?
9. Are we able to submit partial bids for just paraprofessionals? Or just special education teachers?
10. Does HCPS currently use an absence management system?
11. Are you expecting the vendor to replace the current system or integrate with it?
12. Are there required report templates?
13. Are reports expected to be real-time dashboard-based?
14. Are we able to provide a list of additional substitute services available to HCPS outside this scope of work?
15. Are the hourly pay rates listed in the pricing worksheet the maximum allowable pay rates to substitutes, or are proposers permitted to exceed those rates at their discretion to remain competitive in recruitment?
16. If market conditions require higher pay rates to achieve fill rate expectations, is the vendor permitted to adjust pay rates accordingly, provided the overall bill rate structure remains within the proposed pricing model?
Will HCPS consider proposals structured as an all-inclusive hourly bill rate rather than a pay rate plus markup model, provided that pricing transparency is maintained? If so, would we be eligible to upload our own pricing sheet instead of the excel?
If HCPS requires a pay rate plus markup model, should the markup percentage include all costs associated with recruitment, training, workers’ compensation, insurance, technology systems, reporting, and administrative support?
1. What was the total number of substitute requests last school year? 250,866
2. What was the average daily fill volume? 1,267
3. What was the highest single-day volume last year? March 14, 1,983 requests.
4. What percentage of requests are same-day vs. pre-arranged?
61.5% are 2 or more days, 25.3% 1 day and 13.2% same day (less than 1 hour).
5. What is the typical turnaround timeline request from notification of need to delivery of services? Less than one - 92.7% are filled,
6. Are there penalties for not meeting fill rates? No.
7. Are fill rates measured district-wide or by school? Both.
8. What is the average duration of long-term assignments? 50 days
9. Are we able to submit partial bids for just paraprofessionals? Or just special education teachers? No, we want the bid for all positions listed.
10. Does HCPS currently use an absence management system? Yes.
11. Are you expecting the vendor to replace the current system or integrate with it? Integrate.
12. Are there required report templates? Templates - no, reports -yes. For example, absences by site, district, number, and percentage, fill rates etc.
13. Are reports expected to be real-time dashboard-based? Yes.
14. Are we able to provide a list of additional substitute services available to HCPS outside this scope of work? Provide other services but HCPS may not select them.
15. Are the hourly pay rates listed in the pricing worksheet the maximum allowable pay rates to substitutes, or are proposers permitted to exceed those rates at their discretion to remain competitive in recruitment? Prices listed are the maximum.
16. If market conditions require higher pay rates to achieve fill rate expectations, is the vendor permitted to adjust pay rates accordingly, provided the overall bill rate structure remains within the proposed pricing model? Price rates cannot be adjusted.
Will HCPS consider proposals structured as an all-inclusive hourly bill rate rather than a pay rate plus markup model, provided that pricing transparency is maintained? No If so, would we be eligible to upload our own pricing sheet instead of the excel? No If HCPS requires a pay rate plus markup model, should the markup percentage include all costs associated with recruitment, training, workers’ compensation, insurance, technology systems, reporting, and administrative support? Include everything and anything you want to cover your expenses.
Hillsborough County Public Schools Page 4 of 4
1. How will volume be allocated among multiple awarded vendors, if applicable?
2. If multiple vendors are awarded, will assignments be distributed proportionally or competitively?
3. Can HCPS provide information regarding larger registered vendors seeking small business subcontracting partners?
4. Is there a formal process for prime/subcontractor collaboration under this
RFP?
1. How will volume be allocated among multiple awarded vendors, if applicable? HCPS has only had one vendor in the past so it will be a process yet to be determined if we award more than one vendor.
2. If multiple vendors are awarded, will assignments be distributed proportionally or competitively? HCPS has only had one vendor in the past so it will be a process yet to be determined If we award more than one vendor.
3. Can HCPS provide information regarding larger registered vendors seeking small business subcontracting partners? Please contact the Office of Supplier Development.
https://www.hillsboroughschools.org/o/hcps/page/office-of-supplier-development
4. Is there a formal process for prime/subcontractor collaboration under this RFP? Please contact the Office of Supplier Development.
https://www.hillsboroughschools.org/o/hcps/page/office-of-supplier-development
Would reporting the following information be acceptable at the frequency requested but not from the platform:
*incident reporting rating *principal/administrator survey results (very satisfied, neutral, dissatisfied, very dissatisfied)
Report using the platform.
1)Could you please clarify if the W-9 form and proof of insurance need to be submitted now with the proposal, or if they will only be required upon award?
2)Could you please confirm whether we may sign the required forms electronically and upload the signed PDFs directly, or if these forms also need to be included within our technical proposal?
Submit your Vendor Registration/Substitute W-9 and proof of Insurance with your proposal. Electronic signatures are excepted and forms must be submitted with the proposal.
This Addendum shall be construed and governed by the laws of the State of Florida.
Sincerely, Erika James, Senior Procurement Officer
THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR
BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.
1. Questions and Answers
File details come from the government source that posted it. Updated .