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

February 25, 2026

REQUEST FOR PROPOSALS (RFP)

26061-RFP-DST MOBILE RESPONSE TEAM

Last Day for Technical Questions:

Proposal Due Date and Time:

Tuesday, March 04, 2026, at 12:00 PM E.T.

Tuesday, March 25, 2026, at 5:00:00 PM E.T.

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

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

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

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

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

Notice. Failure to file a protest within the time prescribed in § 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any protest must be submitted on time to the General Manager of Procurement Services via email at contractsupport@hcps.net.

Lobbying/Cone of Silence. Per Policy 6320, Procurement: https://web.hillsboroughschools.org/policymanual/, any communication regarding an active competitive solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party is prohibited, effective from the time the competitive solicitation is released until an agreement is signed by HCPS or awarded by the Board.

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Hillsborough County Public Schools Page 2 of 45 Request for Proposals: 26061-RFP-DST Mobile Response Team

TABLE OF CONTENTS

1 SCOPE OF SERVICES

2 PROPOSER INSTRUCTIONS

3 QUALIFICATIONS AND EXPERIENCE

4 REQUIRED FORMS

5 COST/VALUE

6 GENERAL TERMS AND CONDITIONS

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1 SCOPE OF SERVICES

1.1 BACKGROUND

☐ New Solicitation ☒ Replacing an expiring solicitation: 21002-DST Mobile Response Teams

1.2 ESTIMATED EXPENDITURES/BUDGET

1.2.1 Estimated Budget. HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. For protest purposes, the estimated yearly budget is $1,500,000.

1.3 AGREEMENT TERMS/RENEWALS

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

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

1.4 HCPS’ CURRENT STATE

HCPS is currently utilizing contract 21002-DST Mobile Response Teams with a local Mobile Response Team to meet the needs of students in crisis.

1.5 WHY IS THIS NEW SERVICE NEEDED

This solicitation shall serve to identify and contract with mobile response teams to improve behavioral health services for HCPS’ students. This solicitation outlines the goals, roles, responsibilities, and resources recommended for Mobile Response Teams (MRTs).

Mobile response services shall provide meaningful alternatives to inpatient treatment when appropriate, go to where the acute situation or crisis is taking place, and provide intervention irrespective of the individual or system seeking assistance. The MRT will provide crisis care in a community-based setting and increase opportunities to stabilize individuals in the least restrictive setting to avoid the need for jail or hospital/emergency department utilization. The MRT shall work with stakeholders to develop a plan for immediate response and de-escalation and crisis and safety planning. Services will include evaluation and assessment, development of safety or crisis plans, providing or facilitating stabilization services, supportive crisis counseling, education, development of coping skills, and linkage to appropriate resources.

Mobile response services will be available during school hours by a team of professionals who are trained in crisis intervention skills to ensure timely access to support and services.

Stakeholder collaboration may include law enforcement, administration, the District’s mental health staff, or Student Services personnel and school superintendents, but may also include other areas within education, emergency responders, businesses, other health and human service-related providers, family advocacy groups, peer organizations, and emergency dispatchers. Services include evaluation and assessment, development of safety or crisis plans, providing or facilitating stabilization services, supportive crisis counseling, education, development of coping skills, and linkage to appropriate resources. Proposals should consider a variety of models designed to meet the needs of the District. The District and the MRT should leverage existing resources in their program design when proposing models such as a satellite team or a partnership with local law enforcement as well as schools. Depending upon geography, population, community needs and resources, the District shall integrate the MRT into their existing behavioral health receiving system plans and county transportation plans for crisis services to achieve Districtwide coverage with an array of services.

The MRT must follow the minimum requirements for this competitive solicitation:

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• All services shall be conducted with the collaboration of local law enforcement, administration, the District’s mental health staff, or Student Services personnel; and

• Able to ensure reasonable Districtwide access to services throughout Hillsborough County. The District may award a segment of Hillsborough County, taking into consideration the geographic location of mobile crisis teams;

and

• Able to provide services during school hours, per the District calendar with on-site response time to the location of referred crises within 60-minutes of the request for services; and

• Access to a board-certified or board-eligible Psychiatrist or Psychiatric Nurse Practitioner; and

• Provide for an array of crisis response services that are responsive to the individual and family needs, including screening, standardized assessments, early identification, or linkage to community services as necessary to address the immediate crisis event.

Roles And Responsibilities. The following delineates the roles and responsibilities of the District and the MRT:

The District shall:

o Identify and develop directory of community resources o Monitor the system of care and care coordination.

o Engage in community networking and support to build relationships with law enforcement, community resource organizations, behavioral health organizations, and local agencies.

o Develop a process to monitor and evaluate the MRT to ensure the quality of data, the MRT’s response process, customer satisfaction, community collaboration and warm hand-offs to community service providers.

o Assess and address quality of care issues based on established standards of care.

o Develop cross-system partnerships and agreements for information sharing and coordination.

o Ensure MRT process is addressed in future county transportation plans and Behavioral Health Receiving System plans.

o Assist in eliminating barriers at the systems level to expand regional and local behavioral health resources.

The MRT shall:

o Respond to new requests within 60 minutes o Provide behavioral health crisis-oriented services that are responsive to the individual and family needs o During school hours, per the District calendar, respond to the crisis where the crisis is occurring o Provide screening, standardized assessments, early identification and linkage to community services o Whenever possible include family members o Develop a Care Plan o Provide care coordination by facilitating the transition to ongoing services through a warm hand-off, including psychiatric evaluation and medication management o Ensure process for informed consent and HIPPA compliance measures o Promote information sharing and use of innovative technology – Mobile applications, telepsychiatry

Program Goals. The primary goals of the MRT shall be to lessen trauma, divert from emergency departments or juvenile/criminal justice, and prevent unnecessary psychiatric hospitalizations. The MRT must be accessible in the school during school hours per the District calendar, Calendar25-26 | Hillsborough County Public Schools. A mental health crisis can be an extremely frightening and difficult experience for both the individual in crisis and those around the student.

Loved ones and caregivers are often ill‐equipped to handle these situations and need the assistance and support of professionals. Frequently, law enforcement or emergency medical technicians are called to respond to mental health https://www.hillsboroughschools.org/o/hcps/page/calendar25-26

Hillsborough County Public Schools Page 5 of 45 crises and they often lack the training and experience to effectively handle the situation. Emergency departments may be an inadequate setting for children and young adults experiencing behavioral health crisis as they may lack the specialized expertise necessary to effectively respond to psychiatric issues. Wait time may be excessive and individuals may be held for long periods of time while waiting for psychiatric beds to become available. While inpatient psychiatric treatment is an important component of a behavioral health system (particularly when an individual is experiencing suicidality or psychosis), it is often used where community-based interventions may be more appropriate but are not available. The MRT must have the training and know‐how to help resolve mental health crises, make clinical decisions regarding the individual’s immediate safety needs, and connect them to the necessary level of services. Prevention and early intervention services may be critical in reducing involuntary examinations in minors. It is imperative that the MRT operates as an integral part of the behavioral health system of care. They will be more effective if they understand their role and where they fit in the continuum relative to other providers, services, and the community at large. By intervening early, the MRT can help prevent costly and unnecessary stays in hospitals, crisis stabilization units, and correctional facilities. If inpatient services are needed, they facilitate that connection.

Key Partners. The MRT shall enter into formalized written agreements to establish response protocols with local law enforcement agencies. Formal partnerships should include Memorandum of Agreements (MOAs) or Memorandum of Understanding (MOUs).

The MRT shall establish informal partnerships with key stakeholders such as Medicaid managed care plans, Community Based Care lead agencies, United Way, Central Receiving Facilities, Community Health Departments, Department of Education, Department of Health, Department of Juvenile Justice and Florida Department of Law Enforcement.

Interdependent system partners work together to create community capacity.

• The MRT shall provide timely response and intervention to individuals in crisis for them to remain in the community when appropriate and to link them to community resources.

• The District shall coordinate with School Safety Specialist, District Crisis Intervention Team and/or Threat Assessment Team and notify them when a student in the District’s K-12 system has an interaction with one of these teams.

• Communication patterns should be established between the MRT and local law enforcement partners.

• Medicaid managed care plans, including the child welfare specialty plan, can be approved by the Agency for Health Care Administration to pay for mobile crisis services. All health plans can coordinate with providers in their network to connect an individual to primary care or other types of needed medical and dental services.

• Prior to billing HCPS, the Awarded Vendor shall ensure that other payment sources (Medicaid, Medicare, and private insurers) are correctly required to provide the maximum compensation due to the provided MRT services.

Guiding Principles. System of Care values and principles shall be the foundation of the MRT. These values and principles shall be the driving force behind systemic change. The core principles shall include:

• Strength-based – move the focus from the deficits of the individual and family to focusing on their strengths and resources related to the goal of recovery. This includes viewing the individual and family as resourceful and resilient.

• Family-driven and youth-guided – recognize that families have the primary decision-making role in the care of their children. The individual’s and family’s preferences should guide care.

• Community based with an optimal service array – provide services in the least restrictive setting possible, ideally in the community. Individuals should be able to obtain any behavioral health service they need in their home community. Peer support is an important component of services.

• Trauma sensitive – respond to the impact of trauma, emphasizing physical, psychological, and emotional safety for both service providers and individuals; and create opportunities for individuals to rebuild a sense of control and empowerment.

• Culturally and linguistically competent – be respectful of, and responsive to, the health, beliefs, practices, and cultural and linguistic needs of diverse individuals. “Culture” is a term that goes beyond race and ethnicity to include characteristics such as age, gender, sexual orientation, disability, religion, income level, education, Hillsborough County Public Schools Page 6 of 45 geographical location. Cultural competence applies to organizations as well as individuals. Cultural Competence is a set of behaviors, attitudes, and policies that come together in a system to work effectively in multicultural situations. Linguistic competence is the ability to communicate effectively in a way that can be easily understood by diverse audiences.

• Coordinated – provide care coordination for individuals with serious behavioral health conditions with an emphasis on individualized services across providers and systems. At the system level, leverage resources by analyzing funding gaps, assessing the use of existing resources from all funding streams, and identifying strategies to close the funding gaps, including the options of blending and braiding of funding sources.

• Outcome-focused – ensure that programmatic outcome data is accessible to managers, stakeholders, and decision makers, and that the data is meaningful and useful to those individuals. Collect feedback from each individual and family regarding the service delivery to improve outcomes of care that inform, individualize, and improve provider service delivery.

Section 394.4573(1)(d), Florida Statutes, defines the “no-wrong-door” model as the model for the delivery of acute care services to persons who have mental health or substance use disorders, or both, which optimizes access to care, regardless of the entry point to the behavioral health care system.” Further supporting the “no wrong door” model”, the MRT provides warm hand-offs and referrals to other services in the community to meet the ongoing needs of the individual and will follow-up to determine that the appropriate linkage is made. When the situation warrants, they will assist with the individual being admitted to a designated receiving facility or an inpatient detoxification facility, depending on the behaviors displayed by the individual. The MRT shall serve in this capacity as they are available at any place where the acute situation or crisis is occurring. The MRT shall address a wide variety of situations, including suicidal and homicidal behaviors, individuals displaying hallucinations, family/peer conflicts and disruptive behaviors.

The MRT may be called in by law enforcement or other professionals (administration, the District’s mental health staff, or Student Services personnel). The MRT is dispatched to the location of a crisis with a target response time of one hour from the time of the call. The MRT shall coordinate in-person services with law enforcement, administration, the District’s mental health staff, or Student Services personnel to provide additional safety, when appropriate and necessary.

Service Components. The MRT shall provide on-demand crisis intervention services in any setting during school hours to the District’s students in which a behavioral health crisis is occurring, including homes, schools, and emergency rooms.

The MRT shall be a multi-disciplinary team of behavioral health professionals with specialized crisis intervention and operations training. Mobile response services are available during school hours, per the District calendar, with the ability to respond within 60-minutes to new requests. The MRT staff are expected to triage calls with the District’s mental health/student services staff to determine the level of severity and prioritize calls that meet the clinical threshold required for an in-person response. In addition to helping resolve the crisis, teams work with the individual and their families to identify and develop strategies for effectively dealing with potential future crises. The MRT must possess access to a board-certified or board-eligible psychiatrist or psychiatric nurse practitioner, when necessary. If necessary, these professionals can provide:

• Phone consultation to the team within 15 minutes or shortly after a request from the MRT, and

• Face-to-face or telehealth appointments with the individual within 48 hours of a request if the individual has no existing behavioral health services provider.

• Services include evaluation and assessment, development of safety or crisis plans, providing or facilitating stabilization services, supportive crisis counseling, education, development of coping skills, linkage to appropriate resources and connecting those individuals who need more intensive mental health and substance abuse services.

• They facilitate “warm handoffs” to community services, and other supports. Facilitating a warm handoff means actively connecting an individual to another service provider. This process goes beyond simply providing a referral name, phone number, and appointment time. Particularly for individuals in crisis, a referral alone is not adequate.

Warm handoffs are a transfer of care between two (2) providers in the presence of the individual and their family.

This can involve an introduction to the new service provider during a short meeting with the crisis counselor. It is important to explain the process the individual should follow, what to expect during their first appointment, and allow them to ask questions. Once this occurs, it is expected that either the crisis has resolved naturally, the

Hillsborough County Public Schools Page 7 of 45 individual is connected to a community-based provider who will engage the individual in services, or the individual was assisted with admission to a designated receiving facility. The MRT must establish protocols for working with existing care coordination teams for individuals who are not already connected to behavioral health services, for those that are eligible.

• To meet the District’s needs, the District and their partners will develop the delivery system and process for MRT response. The MRT must provide immediate intervention to attempt to stabilize the individual’s condition safely in situations that do not require an immediate public safety response, prevent unnecessary hospitalizations, manage appropriate levels of risk and provide timely access to assessment and evaluation in a wide array of settings. Intervention is warranted when a crisis significantly interferes with the ability to function and is severe enough to place the individual at a risk of disruption of services or living environment.

• The clinical threshold for crisis may include aggressive behaviors; suicide attempts/ideation; drug and alcohol overdose or abuse; or disruptive symptoms related to thought, mood and anxiety disorders (e.g., panic, hopelessness, anger, depression), escalating behavior(s) and, without immediate intervention, the individual is likely to require a higher intensity of services. It may also present as an overt change in functioning or prompted by traumatic life events. The MRT must coordinate in-person services with law enforcement, administration, the District’s mental health staff, or Student Services personnel to provide additional safety, when appropriate and necessary.

• The MRT must be connected to the local behavioral health system of care. This includes being familiar with the community resources, services, and supports available to the individuals they serve. When the crisis assessment indicates a need for additional services, the MRT needs to be positioned to facilitate a warm handoff to the right service at the right time. This can range from case management to Community Action Treatment teams and anything in between. MRT providers will need to be connected to local multi-disciplinary/family service planning teams as they are able to assist in identifying supports and service planning for the family.

• Telehealth is an important asset for increasing the capacity of the MRT especially in rural areas or urban areas where congested traffic patterns make meeting the 60-minute response time a challenge. Telehealth can be used to provide direct services to individuals via video-teleconferencing systems, mobile phones, and remote monitoring. It can also be used to provide assessments and follow-up consultation as well as initial triage to determine if an in-person visit is needed to respond to the crisis call. 4.3.6 Reports. The following reports shall be submitted by the Awarded Vendor:

• Utilization Report – Monthly (Number of Calls Received, Required Dispatch, Number of Baker Acts, Number of Follow Ups, who were each student referred to, what services were provided, and outcomes)

• Return on Investment Report – Quarterly: monies received from the above-associated provision of services.

1.6 TASKS AND DELIVERABLES

HCPS would like to contract with a vendor that would meet the following deliverables:

• Utilize licensed professionals or work under the direct supervision of a licensed professional specifically trained to assist individuals in crisis mental health situations.

• Consult, assess, and provide care coordination.

• Professionals are deployed to any HCPS school sites, as needed during school hours and during the summer months. Does not include school holidays/non-student days or after school hour activities.

• Determine if mental health crisis care and stabilization services are appropriate.

• Facilitate transportation services for the Florida Baker Act as appropriate.

• Provide behavioral health crisis-oriented services that are responsive to the individual and family needs.

• Include family members, whenever possible

• Develop a Care Plan

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• Provide care coordination by facilitating the transition to ongoing services including psychiatric evaluation, medication management, other community services

• Ensure process for informed consent and HIPAA compliance measures

Parent and Staff consultation on student outcomes using the problem-solving process.

Provide pre- and post-progress monitoring measures using a standardized instrument.

• Provide district staff with program progress monitoring data, student demographic data, and implementation data.

• Provide a project manager for program implementation.

• Collaborate as needed with district staff on implementation of program.

• Work with district personnel to create and maintain a streamlined MRT evaluation and follow-up process.

• Implement and follow a billing schedule that will meet the demands of the district and not exceed the total allotted cost of the project. Provide monthly detailed invoices based on services rendered.

• Vendors will utilize district funding as a payer of last resort after utilizing any insurance or other agency funding sources.

• Have the appropriate liability insurance that includes workman’s compensation and auto insurance.

The Florida legislation (HB 945) includes crisis response services provided through mobile response teams (MRT) in the array of services available to children and adolescents who are members of certain target populations and specifies the elements of that service. The bill revises the required provisions of the plans required for school district funding under the Mental Health Assistance allocation, to require policies and procedures for referrals. It is a priority in our district to continually increase access for students to obtain mental health services to prevent the onset of mental health crises. Despite current community partnerships, the gap remains for students in need of a more intensive level of therapeutic services/care. It is the district's expectation that students that participate in direct mental health services would exhibit improved emotional wellness and increased knowledge in the skills needed to be behaviorally, emotionally, and academically successful.

1.7 PRICE/RATE PROVISIONS

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

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL:

The below signature acknowledges that the Proposer has read the above section thoroughly before submitting the Proposal, will fulfill the applicable obligations per the above terms and conditions and is submitting without collusion with any other individual or firm.

Contractor Name

Signature of Proposer’s Authorized Official Date

Name and Title of Proposer’s Authorized Official

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2 PROPOSER INSTRUCTIONS

This solicitation will comply with all applicable HCPS policies and federal, state, and local laws and regulations. HCPS reserves the right to qualify proposals that HCPS deems to meet the qualifications listed in this solicitation. HCPS, at its sole discretion, reserves the right to cancel, recall, or reissue all or parts of this solicitation, to reject any proposal, to waive any formality and irregularity, or to re-advertise the identical or revised specifications. HCPS may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the services described in this solicitation. This solicitation does not obligate HCPS to enter into a contract or reimburse any Proposer for costs incurred in preparing and submitting a proposal or anticipating a contract. Furthermore, HCPS may:

• evaluate the Proposer’s past performance with HCPS and other customers or

• reject any or all proposals; or

• issue a subsequent solicitation for the same commodities and services or

• cancel the entire solicitation; or

• remedy solicitation errors; or

• reduce the scope of services (if deemed in HCPS’ best interest and at HCPS’ sole discretion); or

• appoint an evaluation committee to review the proposals; or

• seek the assistance of technical experts to review the proposals or

• approve or disapprove the use of subcontractors and suppliers; or

• award a contract to one or more (or none) of the proposers; or

• accept other than the lowest-priced proposal; or

• waive informalities and irregularities in the Proposals; or

• award a contract without discussions or negotiations; or

• Disqualify proposals upon evidence of collusion with intent to defraud or other illegal practices by a proposer.

2.1 DEFINITIONS.

The following terms shall have the following meanings.

2.1.1 Addenda/Addendum. HCPS written or graphic instruments posted to www.myvendorlink.com before the solicitation opening date to supersede or modify this solicitation by addition, deletion, correction, or clarification.

2.1.2 Agreement. Unless a separate document is provided for signature by the Parties, the Agreement shall include this solicitation, attachments, appendices, all related addenda, and answers to questions via www.myVendorLink.com, the Proposal, all mutually agreed-upon amendments, and subsequent renewals covering the provision of commodities and services as outlined herein.

2.1.3 Commodities. Commodities shall mean any of the various supplies, materials, goods, merchandise, food, equipment, information technology, and other personal property, including a mobile home, trailer, or other portable structure that has less than 5,000 square feet of floor space, purchased, leased, or otherwise contracted for by HCPS.

2.1.4 Contractor. The Contractor shall mean any business entity awarded by the Board or approved by HCPS’ Procurement Services Department under a Proposal submitted by that organization in reply to this solicitation.

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

2.1.6 Florida Statutes. The codified, statutory laws of the State of Florida.

2.1.7 Procurement Officer shall serve as the primary HCPS representative for this solicitation.

2.1.8 Proposer. The Proposer shall include a vendor that submits a proposal in response to this competitive solicitation.

2.1.9 Renewal. A contract renewal extends or continues an existing contractual agreement between the parties beyond the original expiration date.

http://www.myvendorlink.com/

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2.1.10 Request for Proposals (“RFP”). A written solicitation for competitive sealed proposals. The request for proposals is used when it is not practicable for HCPS to specifically define the scope of work for which the commodity, group of commodities, or contractual service is required and when HCPS is requesting that a responsible vendor propose a commodity, group of commodities, or contractual service to meet the specifications of the solicitation document.

2.1.11 Responsible Proposer/Bidder. A supplier with the integrity and reliability, as well as the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.

2.1.12 Responsive Proposal/Bid. A bid, proposal, or offer that fully conforms in all material respects to the solicitation and its requirements, including all form and substance.

2.1.13 Services. An agreement calling for a contractor’s time and effort. The furnishing of labor, time, or effort by a contractor or supplier may involve, to a lesser degree, the delivery or supply of products.

2.1.14 Superintendent. Superintendent shall mean the District’s superintendent or designee. For this solicitation, the General Manager of Procurement Services will serve as the designee.

2.1.15 Vendor. A seller of goods or services whereby the exchange is solely transactional.

2.2 PRE-PROPOSAL CONFERENCE/SITE VISIT (“CONFERENCE”)

If applicable, see the cover sheet. HCPS may conduct a Conference (attendance may be mandatory or voluntary) or a site visit (mandatory attendance, as required by HCPS) to explain the procurement requirements. The Conference or site visit will be held long enough after the solicitation has been issued to allow Proposers to familiarize themselves with this solicitation, but sufficiently before the due date to enable the consideration of the Conference results in preparing their proposals. Nothing stated at the Conference or site visit shall amend this RFP unless and until a change is made via written addenda on VendorLink.

2.3 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

HCPS will post all solicitations and supporting documents on VendorLink. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. Each Proposer must have a vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation.

Additionally, to conduct business under this solicitation, HCPS requires that all its Contractors have a current vendor application on file with www.myVendorLink.com. HCPS may rescind an award for failure to comply with this condition.

2.3.1 Questions. A proposer with additional questions regarding this solicitation or a related document(s) may submit a written request for clarification via VendorLink no later than the “last day to request additional information or clarification.” Any interpretation to a Proposer shall be via written addenda posted on VendorLink before the proposal’s due date. Any information that amends any portion of this solicitation, received by any method other than an addendum issued in conjunction with this solicitation, is not binding on HCPS. In the event of a conflict between this RFP and any subsequent addendum, the most recent addendum issued will prevail.

2.3.2 Addenda. Those interested in responding to and receiving addenda to this solicitation or any other HCPS procurement opportunity must log on to VendorLink, select "active bids," search for this solicitation, and download the document(s). Downloading the document will enter your email address as a participant and provide notifications and updates for this solicitation. Before submitting the proposal, the Proposer must determine whether addenda have been issued via VendorLink and, if so, download and respond accordingly to such addenda.

2.4 PROPOSAL SUBMITTAL

The Proposer is solely responsible for the on-time delivery of the proposal via VendorLink. No mailed hard copies will be accepted. HCPS will not review proposals before the due date and time.

Lobbying/Cone of Silence. Board Policy #6320: The Cone of Silence prohibits any communication regarding an active solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party, unless permitted in this section. Any Board member, the Superintendent, Evaluation Committee Member, or any HCPS employee is prohibited from having any communications concerning a solicitation for an active competitive procurement during the Cone of Silence period. Any party, representative, or lobbyist of that party is prohibited from

Hillsborough County Public Schools Page 11 of 45 having any communications concerning an active solicitation for a competitive procurement with any Board member, the Superintendent, any Evaluation Committee Member, or any other HCPS employee during the Cone of Silence period, regarding a solicitation for a competitive procurement. Communication by any party, representative, or lobbyist of that party, regarding an active solicitation found to violate this section may result in the rejection of their proposal and may include further sanctions. Any communications, including but not limited to matters of process, procedure, or protest, must be submitted in writing and directed to the assigned procurement officer. The Cone of Silence period shall take effect and remain in effect from the time of the solicitation's release until the Board awards the contract. At the time of issuing the solicitation, the Superintendent or designee shall provide public notice of the Cone of Silence and include this notice in any advertisement or public solicitation for commodities and contractual services, stating the requirements of this section. Unless expressly provided otherwise in the applicable solicitation document, the Cone of Silence does not apply to:

• Oral communications at the pre-proposal or pre-bid conference.

• Communications during evaluation committee meetings, including presentations, demonstrations, or interviews.

• Oral communications during any duly noticed Board meeting.

2.4.1 Submittal Delays. Possible delays to the last day for questions or the submittal due date may involve the following, without limitation:

2.4.2 Questions/Due Date Extension. HCPS reserves the right to amend this solicitation’s due date via VendorLink before the posted initially due date.

2.4.3 Weather Conditions. Should weather conditions require HCPS to close its offices on the Proposal due date, it will take effect at the same hour of the following business day or as posted by HCPS via VendorLink.

2.4.4 Responsive Proposal. A responsive proposal meets this RFP's requirements, including providing all necessary documentation, supporting exhibits, submitting on time, and obtaining all required signatures. HCPS is not responsible for discrepancies or inconsistencies in the submitted proposal. HCPS may reject any proposal it deems non-responsive.

Failure to comply with these requirements may result in HCPS deeming the proposal non-responsive.

2.4.5 Uploaded Proposal Format. The proposal must be submitted electronically and organized to ensure comparability and consistency in the evaluation process. Avoid elaborate promotional materials and provide only requested information. All supporting materials should reference the portion of this solicitation to which they pertain.

2.4.6 Variance from Terms. Regardless of how slight, the proposal must identify all variances from specifications, terms, and/or conditions. Otherwise, HCPS will assume that the proposed commodities and services shall fully comply with the specifications, terms, and conditions.

2.4.7 Forms. Unless otherwise specified, proposers must use the form(s) furnished by HCPS. Failure to do so may cause the rejection of the proposal.

2.4.8 Missing Attachments/Documents. The proposal must include all required attachments and requested documentation. HCPS will neither review nor acknowledge receipt of a proposal before the due date and time. HCPS cannot accept any missing documents after the due date unless HCPS deems the missing document as non-material to the proposal evaluation. All missing documents must be submitted to the Procurement Officer within 72 hours of the submitted request, excluding Saturdays, Sundays, and state holidays. All communications between Procurement Services and the Proposer shall be via email. HCPS shall not be responsible for emails that are directed to a Proposer’s spam folder.

2.4.9 Signatures. An officer or employee with the authority to bind the organization must sign the proposal in ink or digitally.

2.4.10 Public Inspection of Proposal. HCPS will provide a Proposer’s representative with written notice if a public records request has been made for a confidential portion of their proposal in response to this solicitation. HCPS will provide for the inspection or copying of any non-exempt portions of any proposal in its possession, as required by applicable law. If a Proposer wishes to preclude the inspection or copying of any non-exempt portions of its proposal or if a dispute exists as to whether such portions are entitled to an exemption, the Proposer must obtain a protective order from a court of competent jurisdiction prohibiting the inspection or copying of the requested materials. The

Hillsborough County Public Schools Page 12 of 45 failure to initiate such legal proceedings on time shall constitute a waiver by the Proposer of any applicable exemption or confidential status of the requested materials. By submitting a proposal in response to this solicitation, the Proposer agrees to waive any cause of action or claim for damages it may have against HCPS for its release of records in response to a public records request, except for those that are prepared and labeled as confidential or exempt as described in this section. The Proposer agrees to hold HCPS harmless from any award to a plaintiff for damages, costs, or attorney’s fees based upon HCPS’ non-disclosure of portions of the Proposer’s response that have been prepared and labeled as confidential or exempt from public inspection and further agrees to reimburse HCPS for any attorney fees and costs it may incur in the defense of such non-disclosure.

2.4.11 Trade Secret. If applicable, all “trade secret” information submitted in response to this solicitation must comply with §§ 119.07 and 812.081, Florida Statutes, and shall be submitted in a separate file, clearly labeled as such. A failure by the proposer to prepare and label the confidential or exempt portions of their proposal in the manner specified herein shall constitute a waiver by the proposer of any applicable exemptions from disclosure or any confidential status, including ones that may apply to trade secrets under Florida law. If challenged, the proposer who submits the trade secret information shall bear all costs associated with defending their position.

2.4.12 Joint Proposal. HCPS will recognize a single proposer as the primary contractor should multiple proposers submit a joint proposal in response to the competitive solicitation. If offering a joint proposal, the prime contractor must:

• Include the name and address of all parties to the joint proposal.

• Provide all necessary bonding and insurance requirements, execute the contract, complete the proposal, and assume overall accountability to resolve any disputes that may arise from the award. Only a single award with the submitting proposer shall be authorized by HCPS.

• Be responsible for the performance of services associated with the response to this RFP and overall contract administration.

• Attend any required HCPS meetings, oversee the preparation of reports and presentations, and file notices of protest and final protests as described in this document.

• Prepare and present consolidated invoice(s) for services performed. HCPS shall issue only one check for each consolidated invoice for services performed to the prime contractor.

2.5 EVALUATION PROCESS

Procurement Services shall forward only those on-time proposals to the assigned HCPS Evaluation Committee (the “Committee”) for further evaluation. HCPS will not evaluate non-responsive, non-responsible proposals. The Committee may consist of HCPS personnel and additional stakeholders who will review, discuss, and rank the proposals.

Procurement Services personnel will participate as facilitators. The Committee may deem additional Proposers as non-responsive or non-responsible and will not pursue further evaluation. Please note that HCPS reserves the right to:

• prefer to contract with the Proposer(s) that fully comply with the provided terms and conditions stipulated in this RFP. However, a proposal with alternatives may be considered after the allowance for any deviations. HCPS cautions proposers to indicate all restrictive deviations from the desired terms and conditions and

• select the proposal(s) deemed to be in its best interest and shall be the sole judge and final arbiter of its own best interest, the evaluation of submissions, and the resulting negotiated agreement; and

• deem that if receiving adequate proposals, HCPS may choose to evaluate only those proposals as submitted and require no additional clarifications and/or information. The proposer should provide complete and thorough proposals, including the proposer’s most favorable terms.

• cancel this solicitation or reject proposals at any time before an award and without further discussion; and

• Perform a side-by-side comparison of like proposals. Procurement Services shall perform the preliminary phase upon initial proposal screening, and this phase shall pass or fail, as determined by Procurement Services, as to whether:

Hillsborough County Public Schools Page 13 of 45 o all required forms are signed, submitted, or obtainable; and o the Proposer meets the minimum requirements; and o whether the information provided is in the required sequence to simplify the comparison of proposals.

2.5.1 Evaluation Phase 1. The Committee will rank proposals based on the stated, summarized Weighted Criteria.

The award method will be based on a qualitative appraisal rating and ranking of responsiveness to this solicitation’s criteria, based on available point totals for each evaluation criterion, rather than a percentage factor. The Committee will evaluate proposals based on the criteria listed below. The requirements are itemized with their respective weights for a maximum of 100 points. A Proposer may receive the maximum points or a portion of this score, depending on the merit of its proposal, as determined by the Committee.

EVALUATION PHASE I: DESCRIPTION WEIGHT

Section 1. Specifications/Scope of Work. 25

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

Section 3. Qualifications and Experience/Required Forms and All Signatures. 30

This section shall provide HCPS with information regarding the Proposer’s experience and qualifications in the related commodities and contractual services and their abilities.

Section 6. Cost/Value. 35

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

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

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

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

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

Negotiations continue simultaneously until a ‘best and final offer’ is reached, resulting…