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

March 13, 2026

REQUEST FOR PROPOSALS (RFP)

26114-RFP-EST: INTEGRATED LIBRARY SYSTEM AND DISCOVERY LAYER SOLUTION

Hillsborough County Public Schools (“HCPS”), on behalf of The School Board of Hillsborough County, Florida (the “Board”), hereby issues this competitive solicitation (“competitive solicitation,” “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 Work section.

HCPS currently operates more than 220 school library locations across elementary, K–8, middle, high, and specialty schools. Each school library functions as an independent lending location with site-specific circulation policies, patron groups, and collections, while participating in a shared union catalog. HCPS currently uses SirsiDynix Symphony as its Integrated Library System, along with an online public access catalog for student, staff, and family discovery and account access.

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.

All non-technical questions pertaining to this RFP should be submitted in writing to the Procurement representative, ivan.viamontes@hcps.net, no later than the Proposal Due Date. HCPS will not respond to late questions, nor acknowledge receipt of submitted Proposals.

Technical questions submitted in error to Procurement Services will be posted and responded to on www.myvendorlink.com. HCPS will not respond to late questions.

IMPORTANT DATES: The dates and times below are subject to change. Any updates will be posted via the Procurement Public Notices site at https://www.hillsboroughschools.org/o/hcps/page/public-notices.

- Technical Questions Due Date: March 27, 2026, at 5:00 pm.

- Solicitation Due Date: April 10, 2026, at 5:00 pm.

BID Submittal. Proposals will only be accepted electronically via HCPS’s main vendor portal at https://www.myvendorlink.com, which HCPS uses to accept and evaluate proposals. To register, visit https://www.myvendorlink.com/external/login. Proposals submitted by any other means 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 are in a “Submitted” status.

Technical Support. Questions or problems uploading documents to VendorLink, or additional online assistance, are 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 to ivan.viamontes@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.

http://www.myvendorlink.com/ mailto:ivan.viamontes@hcps.net http://www.myvendorlink.com/ https://www.hillsboroughschools.org/o/hcps/page/public-notices https://www.myvendorlink.com/external/login mailto:support@eVendorlink.com mailto:ivan.viamontes@hcps.net https://web.hillsboroughschools.org/policymanual/

Hillsborough County Public Schools Page 2 of 30 Request for Proposals: 26114-RFP-EST: Integrated Library System (ILS) and Discovery Layer Solution

TABLE OF CONTENTS

1 CONTACT INFORMATION & CERTIFICATION

2 SCOPE OF WORK

3 QUALIFICATIONS AND EXPERIENCE

4 COST/VALUE

5 REQUIRED SUBMITTALS CHECKLIST

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1 CONTACT INFORMATION & CERTIFICATION

The Proposer must supply the information listed below for consideration. In case of a dispute or further clarification, please provide your representative’s contact information. The General Manager of Procurement Services shall serve as HCPS’ representative.

Local Contact Information

Account Representative Name Title

Local Address

Phone Number

Cell Phone Number

Email Address

X

Fax Number

Signature of Owner or Authorized Officer Date

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 or ☐ Fax ☐ Yes ☐ No. Is the vendor exempt from Workers’ Compensation? If yes, attach proof of exemption.

☐ Yes ☐ No. Is your company registered with the HCPS Office of Supplier Development?

☐ Yes ☐ No. Is your company a small business enterprise certified with any of the following agencies?

☐ City of Tampa ☐ FL. Statewide & Inter-Local Certification ☐ Hillsborough County BOCC ☐ Florida State Minority Supplier Development Council ☐ City of St. Petersburg

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2 SCOPE OF WORK

2.1 BACKGROUND

SirsiDynix was awarded by the School Board of Hillsborough County, FL, on August 22, 2023, agenda #10.01, with an expiration date of June 30, 2027. This contract with SirsiDynix provided the licensing and support of the Symphony Software Integrated Library System (ILS). The SirsiDynix ILS contains all the data needed to support the basic operations for all school libraries within HCPS. The ILS provides for the digital management of library resources districtwide, including circulation (check-in and check-out), coding and digital cataloging of library materials, reporting of library statistics, and multiple user interfaces. The ILS is used every day by every school site throughout HCPS for searching within each library's catalog, managing the lending of books and materials to students and teachers, organizing holds on popular library materials, and cataloging of library materials for inclusion within collections. Included within this SirsiDynix ILS is the searchable online virtual catalog for students, teachers, families, and the public at large.

2.2 ESTIMATED EXPENDITURES/BUDGET

No budget is provided.

2.3 AGREEMENT TERMS/RENEWALS

The initial term shall begin on July 1, 2027, pending successful implementation. The maintenance services shall automatically renew yearly for a long as HCPS wishes to continue with the services 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.

2.4 INTENT

This solicitation seeks to identify and procure a modern, scalable Integrated Library System and discovery solution that meets the operational, instructional, and reporting needs of HCPS’s school libraries. The desired result is the implementation of a districtwide ILS that strengthens data quality, improves operational efficiency, enhances student and family access to library resources, and supports both centralized oversight and school-level autonomy.

The selected solution should streamline circulation and cataloging workflows, provide intuitive and age-appropriate discovery experiences, support robust reporting and collection analysis, and integrate seamlessly with district systems and digital content providers. The solution should position HCPS for long-term sustainability, innovation, and alignment with national standards and local policy requirements.

HCPS seeks to procure a proven, production-ready Integrated Library System currently deployed in K–12 environments, rather than a custom-developed or future-state solution.

2.5 TASKS AND DELIVERABLES

2.5.1 Deliverables. Deliverables under this solicitation shall include a fully implemented Integrated Library System and discovery platform, data migration from HCPS’s current ILS, system configuration to support districtwide and school-level requirements, and comprehensive training for HCPS and school-based staff.

The vendor shall provide a detailed implementation and migration plan, including timelines, responsibilities, data validation processes, and risk mitigation strategies. Deliverables shall also include system documentation, training materials in multiple formats, and post-implementation support. Ongoing deliverables include system hosting, software updates, technical support, and continued access to reporting and analytics tools. Regular status updates and progress reports may be required during implementation.

2.5.2 Questions. Proposers must address, at a minimum, the following areas:

• How the proposed solution supports a large K–12 union catalog with independent school-level lending rules, addressing the minimum requirements outlined herein.

• Organizational overview, including years in operation, customer base, and history.

• Experience migrating from SirsiDynix Symphony or similar systems, including data validation and cleanup.

• Experience with large multi-site school district union library systems (preferably 100+ schools).

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• Additional usability features designed specifically for elementary, middle, and high school users.

• Integration with SIS, SSO, and digital content providers.

• Hosting options, performance expectations, and scalability.

• Implementation approach, training options, and change management strategies.

• Ongoing product development and innovation roadmap.

• Pricing as outlined in requirements.

2.5.3 Integrated Library System (ILS) and Discovery Layer Solution. The awarded Proposer must provide an enterprise-level Integrated Library System (ILS) and discovery solution designed to support a large K–12 public school district operating multiple independent school libraries within a single districtwide environment. The solution must support a union catalog with site-specific circulation rules, patron groups, and collection management while enabling centralized HCPS oversight and reporting.

The proposed system must include core functionality for circulation, cataloging, collection management, reporting, and a student- and family-facing discovery layer/OPAC. Proposers must demonstrate compliance with student data privacy laws, FERPA requirements, and applicable cybersecurity standards.

Only proposals for established, off-the-shelf software solutions that are fully developed, operational, and in active use by existing K-12 school-based customers will be accepted. HCPS will not consider proposals that include vaporware, beta products, roadmap-dependent functionality, or custom software development services.

Below are the comprehensive requirements of the Integrated Library System (ILS) and discovery solution:

2.5.4 System Scope, Overall System Requirements.

The Proposer shall provide an Integrated Library System solution that supports:

• Library circulation.

• Cataloging and collection management.

• Discovery layer/online public access catalog (OPAC).

• Districtwide oversight while supporting individual school needs.

The solution shall support independent school libraries operating within a single districtwide system, allowing for both centralized oversight and school-level flexibility.

2.5.5 Usability & User Experience (High Priority Requirements). Ease of Use, the solution shall:

• Be intuitive and easy to learn for students, staff, and families.

• Minimize clicks and steps for common tasks such as check-in, check-out, searching, and reporting.

• Provide a visually clear and appealing interface appropriate for K-12 users.

2.5.6 Differentiated User Experiences. The solution shall:

• Provide age-appropriate interfaces and dashboards for elementary, middle, and secondary users.

• Allow public users to search the OPAC without requiring a login.

• Display book covers consistently throughout the system, including search and circulation screens.

• Allow visual and auditory customization (e.g., sounds during circulation, inventory, etc.).

• The system may offer customizable dashboards by grade or user role.

2.5.7 Circulation and Operations. Core Circulation Functions: The solution shall:

• Support fast, reliable check-in and check-out workflows.

• Support class or homeroom-based checkout views.

• Support circulation features, including holds and renewals.

• The system may:

o Automatically detect whether a scanned barcode represents a student or an item and respond accordingly.

o Link to student photos for verification during circulation.

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2.5.8 Offline Functionality. The solution shall:

• Support offline circulation during network or connectivity outages.

• Automatically sync transactions once connectivity is restored.

2.5.9 Flexible Rules. The solution shall:

• Allow circulation and access policies defined at the district level (global defaults) and flexible at the school level (local policies).

• Support variations in loan periods, item types, and user permissions.

• Provide self-checkout and self-check-in modes, including kiosk functionality.

• Include security timeouts for unattended self-checkout sessions.

2.5.10 Cataloging & Collection Management. Cataloging Tools: The solution shall:

• Feature robust cataloging tools, including RDA, authority control, batch import and overlay of records, batch edit, copy/volume/item record management for multiple locations, and metadata management.

• Support simple, efficient copy cataloging and item management.

• Include tools that help librarians organize and manage collections.

• Allow easy printing of spine labels for newly added materials.

2.5.11 Genrefication and Organization. The solution shall:

• Support custom genre fication, including cataloging fields and display options aligned to genrefied collections.

• The solution may provide collection mapping or location features that help students independently locate items within the library.

2.5.12 Discovery Layer/OPAC. Search Capabilities: The solution shall:

• Provide an easy-to-use, age-appropriate search experience.

• Include filtering by school, genre, subject term, custom tags, etc.

• Return relevant, understandable results for student users.

• Include enriched content, such as Syndetic Unbound or similar, to include jacket covers, professional reviews, readalikes, etc.

• Support searching option without authentication.

2.5.13 Accessibility and Inclusivity. The solution shall:

• Meet accessibility and inclusive design standards.

• Be usable by students and families with diverse needs.

• Support multilingual access.

2.5.14 Reporting and Analytics. Reporting Capabilities: The solution shall:

• Provide robust reporting for collection and borrowing analysis.

• Support both school-level and district-wide reporting.

• Include a wide variety of standard reports that are easy to generate and interpret.

2.5.15 Custom & Automated Reporting. The solution shall:

• Allow reports to be customized by district-level administrators.

• Support scheduling reports.

• The system may provide dashboards tailored to different user roles (librarians, district staff).

2.5.16 Communication and Family Engagement. Communications: The solution shall:

• Support printing overdue notices and other patron alerts.

• Support family/guardian access and engagement features.

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• The system may:

o Include enhanced notices (e.g., cover art on overdue notices).

o Support additional communication methods as permitted by HCPS policy.

2.5.17 Integration & Interoperability. System Integrations. The solution shall:

• Support Single Sign On (SSO) and user provisioning through ClassLink.

• Support rostering of “school”, “department,” and “district” org types through ClassLink.

• Integrate with K-12 SIS systems (FOCUS for students, INFOR for staff).

• Demonstrate compatibility with the Microsoft Edge browser on Windows and the Chrome Browser on

ChromeOS devices.

• Integrate with digital resources, including Sora eBooks, Sora audiobooks, myON eBooks, and databases (Gale and World Book).

2.5.18 Data Synchronization. The system shall support real-time or near-real-time updates from ClassLink Roster Server

2.5.19 Data Privacy, Security, and Compliance. The Proposer shall:

• Demonstrate strong student data privacy and security practices.

• Clearly describe how data is protected, stored, and accessed.

• Comply with all applicable student data privacy regulations.

2.5.20 Data Migration and Implementation, Migration. The Proposer shall:

• Provide a clear, detailed, and holistic data migration plan from the current ILS, SirsiDynix Symphony 4.1.1.

• Migration must include Bibliographic data, MARC records, Holdings and Item records, User data, and Active circulation data.

• Perform a test migration, allowing HCPS to review and approve data, before performing the final migration.

• Successfully migrate all required data from the current ILS.

• Validate data accuracy post migration.

• The vendor may provide data clean-up services during migration.

2.5.21 Rollout & Change Management. The Proposer shall:

• Provide a transparent rollout plan that minimizes disruption to staff and students.

• Clearly identify roles, timelines, and responsibilities during implementation.

2.5.22 Training, Support, and Vendor Partnership, Training. The Proposer shall:

• Provide comprehensive training for staff.

• Offer training materials appropriate for different roles and experience levels.

2.5.23 Ongoing Support Services. The Proposer shall:

• Provide reliable, ongoing customer support.

• Identify support staffing models and response expectations.

• Demonstrate a commitment to a long-term partnership with HCPS.

2.5.24 Innovation and Value Added Features. The Proposer shall explain how the solution provides:

• Innovative features that improve efficiency and student independence.

• Time-saving tools for librarians.

• Thoughtful enhancements that align with real-world school library workflows.

• Customization options that do not compromise usability or security.

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2.6 CUSTOMER SUPPORT SERVICES

2.6.1 Support. The Proposer must provide reliable, responsive customer support throughout implementation and the life of the award. Support services must include clearly defined response times, multiple support channels, and knowledgeable staff familiar with K–12 library environments. Proposers must describe their support model, including escalation procedures, hours of availability, and access to technical expertise.

2.6.2 Training. The Proposers must provide ongoing training resources, system documentation, and regular communication regarding system updates and enhancements. HCPS seeks a long-term partnership with a vendor committed to continuous improvement, collaboration, and proactive support.

The Proposer must provide a description of the available training services. All costs must be added to the Pricing Spreadsheet.

2.7 PRICING PROPOSAL REQUIREMENTS

Proposers must submit a complete and comprehensive pricing proposal that includes all costs associated with the solution described in this RFP. Pricing must reflect the total cost of ownership and shall include, but not be limited to, all required software features and functionality, hosting (if applicable), implementation services, data migration, training, customer support, and ongoing maintenance.

All pricing must include the costs necessary to fully deliver the solution as proposed, including all requirements outlined in this RFP. At a minimum, the pricing proposal must include:

• Licensing or subscription fees for the Integrated Library System and discovery platform.

• All functionality and features described in the RFP, with no required add‑ons to meet minimum requirements.

• Data migration services from HCPS’s current ILS, including testing, validation, and final production migration.

• Implementation and configuration services.

• Integration with district systems (e.g., SIS, SSO, content providers), where required.

• Training for district and school‑based staff, including any role‑based or follow‑up training.

• Ongoing customer support, maintenance, and updates for the full contract term.

• Include one‑time, recurring, or optional costs clearly identified and itemized.

• Provide training costs.

2.7.1 Cost of Ownership Spreadsheet. The Proposer must provide a spreadsheet showing the 10-year cost of ownership (to include all proposed costs (recurring and non-recurring costs).

2.7.2 Price/Rate Provisions. All prices, costs, fees, and charges offered herein shall be firm against any increase for no less than three (3) years, and subsequent increases must be identified in the Cost of Ownership spreadsheet.

THE SIGNATURE BELOW ACKNOWLEDGES THAT THE PROPOSER HAS READ THIS SECTION BEFORE SUBMITTING A PROPOSAL AND IS READY, WILLING, AND ABLE TO FULFILL THE APPLICABLE OBLIGATIONS PER THE STATED REQUIREMENTS. THE PROPOSER IS SUBMITTING A PROPOSAL WITHOUT COLLUSION WITH ANY OTHER INDIVIDUAL

OR FIRM.

Organization Name

Print Name

Signature Date

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3 QUALIFICATIONS AND EXPERIENCE

3.1 MINIMUM QUALIFICATIONS

The Proposer must provide, with their proposal, proof that they meet the following minimum qualifications. A Proposer submitting a Proposal failing to meet the minimum qualifications will be deemed non-responsible and not evaluated.

The Proposer must demonstrate the validity of the stated documents as of the Proposal's due date. The proposer must meet the following minimum requirements. Please indicate below whether you meet the following minimum requirements. You must explain each exception. All marked Exceptions require further explanation from the Proposer.

3.1.1 Experience (Corporate). The Proposer shall have been in the provision of the required commodities and contractual services herein for a minimum of three (3) years and must provide proof along with the proposal (including but not limited to):

• articles of incorporation; or

• Sunbiz.org screenshot (or equivalent from the Proposer’s home state if solely shipping commodities); or

• business tax receipts…).

__ Agreed __ Exception

3.1.2 Authorization To Do Business In The State of Florida. Unless solely shipping commodities, foreign (out-of-state) corporations and foreign limited partnerships must provide proof of authorization to do business in Florida.

Domestic corporations must be active and in good standing in Florida. The Proposer must provide proof of registration on www.sunbiz.org unless the Contractor provides only commodities via mail.

__ Agreed __ Exception

3.1.3 Florida Department of State, Division of Corporations Registration Requirements. Vendors required to be registered with the Florida Department of State, Division of Corporations, or those incorporated within the State of Florida must provide their Florida document number and written documentation of “active” status. All registered Vendors must have an active status to do business with HCPS. A Vendor doing business under a fictitious name must submit their Bid using the company’s complete registered legal name, i.e., ABC, Inc. d/b/a XYZ Company. To register with the State of Florida, visit. www.Sunbiz.org.

__ Agreed __ Exception

3.1.4 E-Verify. Per § 448.095, Florida Statutes, all employers with 25 or more employees 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.

3.1.5 Subcontractors. The Contractor shall serve as the prime contractor, shall be responsible for all actions taken by its subcontractors, and shall bear all liability for their actions under the Agreement. The Proposer must identify each subcontractor in the Proposal. Each subcontractor must obtain HCPS’ approval and comply with all the Contractor’s requirements herein. All references herein to the Contractor apply to the subcontractor(s) as well. Subcontractor means any organization that the Contractor utilizes for the provision of commodities and contractual services subject to the Agreement. The Contractor must notify HCPS of any prior approval required for the use or replacement of any subcontractor.

__ Agreed __ Exception __ Not Applicable

Subcontractors to be utilized:

http://www.sunbiz.org/

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3.1.6 Proof of Insurance. The Proposer 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 Florida having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the coverage amounts below. Failure of the Contractor to maintain the required insurance will constitute a material breach entitling HCPS to terminate this Agreement for default immediately.

Upon receipt of a notice of intent to award, at their 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 Contractor to maintain the required insurance will constitute a material breach, entitling HCPS to terminate this Agreement for default immediately.

Workers’ Compensation and Employers’ Liability. Per Chapter 440, Florida Statutes, the Contractor must comply with all requirements of the State of Florida Division of Workers’ Compensation. The Workers’ Compensation insurance coverage (inclusive of any amount provided by an umbrella or excess policy). Coverage shall be provided for all employees of the parties connected with the services under the Agreement. Unless insured by the Contractor, the Contractor shall require its subcontractors to provide Workers’ Compensation Insurance for all subcontractor employees similarly.

If the Contractor is exempt from or does not have Workers’ Compensation insurance, the Hillsborough County Public Schools’ Hold Harmless Form must be signed, notarized, and forwarded to Procurement Services.

Employers’ Liability/Accident $100,000 Disease Policy Limit $500,000 Disease: Each Employee $100,000

Commercial/General Liability Insurance (Occurrence Form Only). If marked, the Contractor must maintain insurance covering its operations on an occurrence basis and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or later edition), or its equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury, and property damage; independent contractors; products; completed operations, including construction defects; contractual liability; blanket contractual liability; and personal injury and advertising injury. All required limits, terms, and conditions of coverage must be maintained during the term of this Agreement.

General Aggregate $1,000,000 Each Occurrence $500,000 Products/Completed Operations Aggregate $500,000 Personal and Advertising Injury $500,000 Damage to Rented Premises [Fire Legal Liability] $50,000 Medical Payments $5,000

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THE CONTRACTOR MUST LIST HILLSBOROUGH COUNTY PUBLIC SCHOOLS, 901 E. KENNEDY BLVD., TAMPA, FL 33602, AS “CERTIFICATE HOLDER” AND “ADDITIONAL INSURED” ON THE SUBMITTED CERTIFICATE OF INSURANCE.

Auto Liability Insurance. During the term of this Contract, the Vendor shall maintain insurance covering all owned, hired, and non-owned automobiles with liability limits not less than those indicated below. The coverage must be subject to terms no less broad than those of the ISO Business Auto Coverage Form CA 0001 (2010 edition or later) or its equivalent. However, automobiles that stay on public roads and parking lots only need insurance as required by the State of Florida to operate on public roadways.

Minimum Limits Transporting Students or Employees No Yes Bodily Injury [per person/accident] $500,000 $1,000,000 Personal Injury Protection (No Fault) $10,000 $10,000 Property Damage $500,000 $1,000,000 Hired – Non-Owned Liability $500,000 $1,000,000 Medical Payments $5,000 $5,000 Optional: Combined Single Limit [instead of above split limits] $1,000,000 $5,000,000

No Waiver of Sovereign Immunity. Nothing contained herein shall be deemed or construed as a waiver of sovereign immunity, as provided by § 768.28, Florida Statutes, by any agency or political subdivision to which sovereign immunity may be applicable.

Out-of-State Employers. Out-of-state employers must notify their insurance carrier that they are working in Florida. If there is no insurance, the out-of-state employer must obtain a Florida Workers’ Compensation Insurance policy with a Florida-approved insurance carrier, which meets the requirements of Florida law and the Florida Insurance Code.

__ Agreed __ Exception

3.1.7 Business Reference Forms (Completed by the Referenced Customer) (See Section 3.4 Business References).

With the Proposal, the Proposer must provide a minimum of three (3) of their largest clients or completed projects (filled in), preferably within the previous three (3) years.

HCPS’S preferred references shall be in the following order:

• School Districts (IF HCPS IS A REFERENCE, THE PROPOSER MUST SUBMIT AN ADDITIONAL REFERENCE).

• Hillsborough County, Florida-based references, and

• State of Florida-based references.

• Large municipalities or local governments, and

• the private sector.

HCPS may contact these references during the evaluation process and may utilize information from other references to predict the Proposer's capability. Negative references, in HCPS’s sole discretion, may be cause for disqualification of the proposal or may affect the ranking. See section titled BUSINESS REFERENCE FORMS.

3.1.8 Proven Solution. Proposer must offer field-proven, off-the-shelf software solutions that are fully developed, operational, and in active use by existing K-12 school-based customers. HCPS will not evaluate proposals that include vaporware, beta products, roadmap-dependent functionality, or custom software development services.

__ Agreed __ Exception

Below, please describe several school districts that have experienced a successful implementation of the proposed solution:

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3.2 COVER LETTER

The Proposer shall provide a one to two-page cover letter to include the Proposer's:

• understanding of the requirements and scope of services of this solicitation; and

• interest and ability to perform the requirements of this solicitation; and

• principles, including contact information; and

• representatives, including the contact information, of those who will represent the Proposer during the solicitation process; and

• signature (by an authorized representative who may legally bind Proposer to the promises provided in its proposal)

3.3 QUALIFICATIONS SUMMARY

The Proposer shall provide a 2 to 4-page summary of their qualifications, including related skills and market strengths. If applicable, include subcontractor qualifications. Provide information regarding past working relationships on similar projects. This section also consists of the following:

• Key Personnel. Identify key personnel and provide biographical information, including their resumes, detailing their backgrounds, expertise, and job descriptions. Additionally, a staffing plan should be provided, including key personnel, the number of dedicated team members, and the professional qualifications of these team members.

• Technical Staff. The Proposer must provide the number of technical personnel employed and how many will be available to support HCPS.

• Proposer Resources/Equipment. The Proposer must list all resources available to provide the required contractual services. At a minimum, list all applicable assets, including equipment, vehicles, and any specialized skills relevant to the task.

THE SIGNATURE BELOW ACKNOWLEDGES THAT THE PROPOSER HAS READ THIS SECTION BEFORE SUBMITTING A PROPOSAL AND IS READY, WILLING, AND ABLE TO FULFILL THE APPLICABLE OBLIGATIONS PER THE STATED REQUIREMENTS. THE PROPOSER IS SUBMITTING A PROPOSAL WITHOUT COLLUSION WITH ANY OTHER INDIVIDUAL

OR FIRM.

Organization Name

Print Name

[INTENTIONALLY BLANK.]

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3.4 BUSINESS REFERENCE FORMS (PROPOSER MUST PROVIDE NO LESS THAN THREE (3) REFERENCES).

In response to Hillsborough County Public Schools’ solicitation, the Proposer (Proposer’s Name):

____ states they have provided similar commodities and services to your organization. Please respond to the quality of the commodities and contractual services provided. Please return this form to the firm as soon as possible for the proposal submission. The filled-in references are due with their Proposal.

Referenced Organization’s Name

Address

Contact Person

Email Address Phone Number __ Yes __ No: Would you use this contractor again?

__ Yes __ No: May we contact you with additional questions?

Total Dollar Amount of Contract: $_________________

PERFORMANCE RATING: EXCELLENT = 4, GOOD = 3, FAIR = 2, POOR= 1, OR N/A

DESCRIPTION OF PERFORMANCE RATING

Overall Technical Performance. The vendor’s technical performance.

Partnership. The vendor’s ability and attention to the quality of outcomes.

Responsiveness. The vendor’s ability to follow instructions, handle complaints, and communicate with the customer’s staff.

Efficiency. The vendor’s overall effectiveness in planning, scheduling, monitoring, and problem-solving.

Uniformity of Commodities/Service Reliability. The vendor’s timely delivery and uniform quality of provided commodities and services.

Key Personnel/Management. The vendor’s ability to provide quality personnel and project oversight.

Overall Experience. Overall customer experience.

Additional Comments.

X

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3.5 STATEMENT OF QUALIFICATIONS

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

Has the Proposer been declared in default of any contract?

__ Yes __ No: Has the Proposer forfeited any payment of performance bond issued by a surety company on any contract?

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

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

__ Yes __ No: Is Proposer 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 the Proposer currently involved in any state of fact-finding, negotiations, or resistance to a merger, friendly acquisition, or hostile takeover, either as a target or as a pursuer?

License Sanctions. Below, list any regulatory or license agency sanctions. HCPS may perform a background check on any Proposer with all state and regulatory agencies.

Signature

Title

Print Name Date

[INTENTIONALLY BLANK]

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3.6 VENDOR AFFIDAVIT REGARDING THE USE OF COERCION FOR LABOR AND SERVICES HUMAN TRAFFICKING

Section 787.06(13), Florida Statutes, requires all nongovernmental entities (the “Contractor”) executing, renewing, or extending a contract with a governmental entity (such as The School Board of Hillsborough County, Florida, or Hillsborough County Public Schools) to provide an affidavit signed by an officer or representative of the Contractor under penalty of perjury that the Contractor does not use coercion for labor or services as defined in that statute.

As the person authorized to sign on behalf of the Contractor, I certify that the company identified above does not:

• use or threaten to use physical force against any person; or

• restrain, isolate, or confine or threaten to restrain, isolate, or confine any person without lawful authority and against her or his will; or

• use lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt, if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debt, the length and nature of the labor or services are not respectively limited and defined; or

• destroy, conceal, remove, confiscate, withhold, or possess any actual or purported passport, visa, or other immigration document, or any other actual or purported government identification document, of any person; or

• cause or threaten to cause financial harm to any person; or

• entice or lure any person by fraud or deceit; or

• provide a controlled substance as outlined in Schedule I or Schedule II of § 893.03, Florida Statutes, to any person for exploitation of that person.

Under penalties of perjury, I declare that I have read the foregoing document and that the facts stated in it are true.

By:

Authorized Signature

Name:

Title:

Date:

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3.7 NON-COLLUSION AFFIDAVIT

The Proposer shall certify by completing and executing the Non-Collusion Affidavit below. To affirm that they are not related to any of the parties bidding in the competitive solicitation and that the Proposal is genuine and not a sham or is collusive or made in the interest of or on behalf of any person not named in the Non-Collusion Affidavit. The Proposer must also certify that they have not directly or indirectly induced or solicited any other Proposer to put in a sham proposal or any other person, firm, or corporation to refrain from proposing. The Proposer shall further certify that they have not in any manner sought by collusion to secure to the Proposer an advantage over any other Proposer.

STATE OF

COUNTY OF

I state that

(Name and Title) (Name of Proposer) am authorized to make this affidavit on behalf of the Proposer and its owner, directors, and officers. I am responsible for the Proposer for the price(s) and amount(s) of this RFP and the preparation of the Proposal. I state that:

• This proposal's price(s) and amount(s) have been arrived at independently and without consultation, communication, or agreement with any other Provider, potential provider, or Proposer.

• Neither the price(s) nor the amount(s) of this Proposal, and neither the approximate price(s) nor approximate amount(s) of this RFP, have been disclosed to any other firm, organization, or the person who is a Contractor, potential Contractor, Proposer, or potential Proposer, and will not be disclosed before Proposal opening.

• No attempt has been made nor will be made to induce any organization or persons to refrain from submitting a Proposal for the Agreement, or to submit a price(s) higher than the prices in this Proposal, or to submit any intentionally high or noncompetitive price(s) or another form of complementary Proposal.

• The Proposal of my firm is made in good faith and not under any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

• ________________________________________________ (Name of Proposer), its affiliates, subsidiaries, officers, director, and employees are not currently under investigation by any governmental agency and have not in the last three (3) years been convicted or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion concerning bidding on any public contract, or, if they have been, the details of such are as follows (separate sheets may be attached):

I state that I, and the named Proposer, understand and acknowledge that the above representations are material and important and will be relied on by The School Board of Hillsborough County, FL, for which this Proposal is submitted. I understand, and the Proposer understands, that any misstatement in this affidavit is, and shall be treated as, fraudulent concealment from The School Board of Hillsborough County, FL, of the facts relating to the submission of Proposals for the Agreement.

Print Name Title

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3.8 DRUG-FREE WORKPLACE CERTIFICATION

HCPS shall provide tie bid preference to businesses with drug-free workplace programs. Whenever two or more bids, which are equal concerning price, quality, and service, are received by HCPS for the procurement of commodities or services, a bid is received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. HCPS shall establish procedures for processing tie bids if none of the tie bids have a drug-free workplace program. To have a drug-free workplace program, a business shall:

• Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violating such prohibition.

• Inform employees about the dangers of drug abuse in the workplace, the business policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

• Give each employee providing the commodities or contractual services a copy of the statement specified in subsection (1).

• In the statement specified in subsection (I), notify the employees that, as a condition of working on the commodities or contractual services that are underbid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or any controlled substance law of the United States, or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

• Impose a sanction on or require satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any convicted employee.

• Make a good-faith effort to continue to maintain a drug-free workplace through the implementation of this section.

AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS COMPANY COMPLIES FULLY WITH THE

ABOVE DRUG-FREE WORKPLACE REQUIREMENTS.

Signature Title

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3.9 SCRUTINIZED COMPANY CERTIFICATION

I hereby swear or affirm that as of the date below, this company is not listed on a Scrutinized Companies list created under §§215.4725, 215.473, or 287.135, Florida Statutes. Under §287.135, Florida Statutes, I further affirm that:

• This company is not participating in a boycott of Israel such that it is not refusing to deal, terminating business activities, or taking other actions to limit commercial relations with Israel or persons or entities doing business in Israel or Israeli-controlled territories in a discriminatory manner.

• This Company does not appear on the Scrutinized Companies with Activities in Sudan List, where the State Board of Administration has established the following criteria:

• Have a material business relationship with the government of Sudan or a government-created project involving oil-related, mineral extraction, or power generation activities or

• Have a material business relationship involving the supply of military equipment or

• Impart minimal benefit to disadvantaged citizens that are typically located in the geographic periphery of Sudan or

• Have been complicit in the genocidal campaign in Darfur.

• This Company does not appear on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, where the State Board of Administration has established the following criteria:

• Have a material business relationship with the government of Iran or a government-created project involving oil-related or mineral extraction activities or

• Made material investments that significantly enhanced Iran‘s petroleum sector.

• This Company is not engaged in business operations in Cuba or Syria.

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3.10 CERTIFICATION REGARDING DEBARMENT, SUSPENSION INELIGIBILITY, AND VOLUNTARY EXCLUSION. THIS

FORM IS AVAILABLE ELECTRONICALLY

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Instructions for Certification

(1) By signing and submitting this form, the prospective lower tier participant is providing the certification set out on page 1 in accordance with these instructions.

(2) The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.

(3) The prospective lower tier participant must provide immediate written notice to the person(s) to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

(4) The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person, ""primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549, at 2 CFR Parts 180 and 417. You may contact the Department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.

(5) The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it may not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the Department or agency with which this transaction originated.

(6) The prospective lower tier participant further agrees by submitting this form that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

(7) A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the General Services Administration’s System for Award Management Exclusions database.

(8) Nothing contained in the foregoing shall be construed to require establishment of a system of records to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

(9) Except for transactions authorized under paragraph (5) of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the Department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

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3.11 TRUTH AND ACCURACY STATEMENT

The signer of this…