26376_Addendum_3.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

Superintendent Van Ayres

PROCUREMENT SERVICES

ADDENDUM TO COMPETITIVE SOLICITATION

September 24, 2026

Competitive Solicitation No. and Name: 26376-RFP-DST Computer Devices

Addendum #: 3

NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS

The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.

1. Questions and Answers

The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.

Question Answer Will there be a set up front purchase amount? and then as needed following?

Yes, the estimated initial purchase is specified in the bid documents.

Can the vendor bid only on the ADP portion of the RFP and place a no bid on the device portion?

Respondent can bid the optional.

As HCPS implements the device refresh cycles contemplated under this RFP, will the District also require services for the equipment being replaced, including trade-in, asset recovery, secure data sanitization/destruction, remarketing, electronics recycling, transportation, or final disposition? If so, will HCPS consider these services as an optional component of this solicitation, or will retired-device disposition be handled under a separate solicitation or existing contract?

No.

Is there a need for Chromebook and laptop cases or sleeves?

Can we participate proposing these products and services?

Thank you

Bid specifies Chromebooks. Accessories should be bid in the optional section.

Does this bid include repair/protection plans for the devices or only sourcing of new devices?

See bid documents.

Hillsborough County Public Schools Page 2 of 12 26376-RFP-DST Computer Devices

Will HCPS require submission of an SBEP Subcontractor Utilization Letter of Intent for this solicitation even though no evaluation points are awarded for SBEP utilization due to the federal funding component?

The SBEP Subcontractor Utilization Letter of Intent is for informational purposes.

Will HCPS require all warranty and ADP coverage to be issued and backed by the device OEM?

No.

For the General Laptop (Intel Core i5 equivalent, 16GB RAM, 256GB SSD ) , can HCPS confirm the required screen size?

13" minimum.

For the General Desktop category Intel i5 equivalent 16GB RAM, 256GB SSD, Triple monitor support) can HCPS clarify the preferred form factor?

Tiny or equivalent.

For the repair SLA timelines, can HCPS clarify whether delays outside of the vendor`s direct control, including shipping/transit time, parts backorders, OEM escalation, warranty-provider processing, or replacement-device delivery, are included in the repair turnaround-time calculation?

Any delays will need to be forecasted and approved by the District.

The RFP Section 1.5.6 references intentional damage not attributable to a specific user. Please clarify HCPS`s definition of this term and provide examples of the types of incidents intended to be covered under this requirement.

Examples are a snapped off usb or a pencil in port.

Will HCPS accept N150 versus N250 for Chromebook student CPU?

Yes.

Optional ADP requested – what duration required, 3, 4, or 5 years with ADP?

A 3-year minimum, but HCPS will consider longer terms.

When does HCPS plan to place PO for 2500 devices and when is delivery required?

The PO would go out after Board approval. As soon as possible ideally no later than end of May for complete order.

Student device spec’s out 12” – would 14” be accepted?

Specifications are minimums and can be exceeded.

RE: gaming desktop, do we know when they would start fulfillment? What type of qty and run rate would we anticipate?

These are one-off buys depending on curriculum needs.

Would these orders be bulk PO or staggered, rollout orders?

Initial order would be bulk. Then shift to run-rate.

Will the district accept for “Student laptop Windows” category devices with two USB-C Ports and one USB- A?

Yes.

Hillsborough County Public Schools Page 3 of 12

For “CTE Gaming Desktop” category, would the district clarify the port requirements or specify the intended VR Solution for requirement: “Sufficient connectivity for virtual-reality equipment”

Minimum 1 usb-c gen 2 and usb-a 3.2 gen1 , wifi-6e. Virtual reality devices should support the major VR device manufactures and models.

Does “50,0000 units” mean 50,000 or 500,000 units annually?

50,000.

What coverage period is required for each annual ADP credit?

Annual credits.

What exactly constitutes one unit under the 100,000 repair-services quantity?

A repair.

Are transit, OEM backorders, warranty processing, and replacement delivery included in the 21-day SLA?

Backorder and warranty yes, time can be given on replacement.

Must warranty and ADP be OEM-backed? No.

What historical claim rate, average repair cost, and non-repairable-device rate should bidders use?

Providers experience in K12 based on model list provided should guide. We repair approximately 10K units a year.

When will the initial purchase orders be released, and will deliveries be bulk or staggered?

Bulk for initial order then turns to run-rate.

How will firm pricing operate when OEM models are discontinued or component costs change?

Must be approved by the district before any price changes occur monthly pricing changes will not be considered.

Which total—314,424 or 362,265—should govern existing-fleet ADP assumptions?

Use lower.

Please confirm the prohibition on any “aggregate repair cost limitation, annual repair threshold, or total loss threshold” applies equally whether the Accidental Damage Protection program is self-administered by the Contractor or underwritten by a third-party insurance product.

Equally.

Must the four-year minimum parts-availability commitment be evidenced by a written manufacturer commitment submitted with the proposal, or may it be provided after award?

Can be after award. If not able to provide prior to first PO will be considered in breach.

Table on RFP page 14 labels the 40-point criterion "Section 6. Cost/Value," but Cost/Value is Section 5 in the RFP document. Please confirm.

See Addendum 1.

Would Hillsborough like to see an ADP offering for the student device only? Or would you like to also see ADP options for the general and high-end laptop as well?

It is an option and will be considered.

The specification for the High-end Laptop states HDMI or DisplayPort output, including all required cables…it is standard for cables to be included in the box for a new monitor, not a laptop, are you asking for one or both of these cables mentioned to be added to this laptop for all orders?

Not for laptops.

Hillsborough County Public Schools Page 4 of 12

The RFP states that each desktop should include video cables…it is standard for cables to be included in the box for a new monitor, not a desktop, are you asking for video cables to be added to all desktop orders? If so, which cables?

Yes, all cables and or dongles required to run all ports.

The RFP states that each desktop should include video cables…it is standard for cables to be included in the box for a new monitor, not a desktop, are you asking for video cables to be added to all desktop orders? If so, which cables?

Yes, all cables and or dongles required to run all ports.

Do you have a current LOE from Microsoft? Could you provide a copy?

Yes.

Please confirm whether three video cables should be bundled with each desktop to support the three required active display outputs, including any necessary conversion dongles.

Yes, all cables and or dongles required to run all ports.

We noticed that the RFP includes a signature page immediately following Section 3.5 (Business Reference Forms) that references the "Scope of Services above."

However, the Scope of Services section appears earlier in the solicitation and already contains its own signature page. Can HCPS please confirm whether the signature page following Section 3.5 is required to be completed and submitted with the proposal, or if it was inadvertently included in that location?

Sign all signature pages.

HCPS RFP 26376-RFP-DST includes device acquisition, deployment, warranty, repair, and lifecycle support services. Would HCPS consider and evaluate a Device as a Service (DaaS) solution that combines hardware, lifecycle services, and refresh management under a recurring subscription or lease structure, rather than a traditional purchase-order device procurement model? If so, please advise how such an alternative offering should be priced and presented within the proposal response and price sheet.

No.

Are vendors required to bid all items, or are partial bids accepted?

All items except optional services.

While the minimum specifications for the requested laptop and Chromebook categories specify dual-antenna Wi-Fi 6 (802.11ax), would Hillsborough County Public Schools consider or accept alternative or optional configurations that include built-in cellular (LTE/5G) connectivity for mobile or remote student and staff use? If so, should these be priced as optional items or listed under non-standard configurations?

No.

Hillsborough County Public Schools Page 5 of 12

While the minimum specifications for the requested laptop and Chromebook categories specify dual-antenna Wi-Fi 6 (802.11ax), would Hillsborough County Public Schools consider or accept alternative or optional configurations that include built-in cellular (LTE/5G) connectivity for mobile or remote student and staff use? If so, should these be priced as optional items or listed under non-standard configurations?

No.

Since these devices are covered under ADP, could you clarify what the 10%–75% late penalty credit applies to? Is it a discount on our ADP coverage fee, a credit toward future repairs, or something else?

A credit towards future repairs.

Since these devices are covered under ADP, could you clarify what the 10%–75% late penalty credit applies to? Is it a discount on our ADP coverage fee, a credit toward future repairs, or something else?

A credit towards future repairs.

While the minimum specifications for the requested laptop and Chromebook categories specify dual-antenna Wi-Fi 6 (802.11ax), would Hillsborough County Public Schools consider or accept alternative or optional configurations that include built-in cellular (LTE/5G) connectivity for mobile or remote student and staff use? If so, should these be priced as optional items or listed under non-standard configurations?

No.

While the minimum specifications for the requested laptop and Chromebook categories specify dual-antenna Wi-Fi 6 (802.11ax), would Hillsborough County Public Schools consider or accept alternative or optional configurations that include built-in cellular (LTE/5G) connectivity for mobile or remote student and staff use? If so, should these be priced as optional items or listed under non-standard configurations?

No.

While the minimum specifications for the requested laptop and Chromebook categories specify dual-antenna Wi-Fi 6 (802.11ax), would Hillsborough County Public Schools consider or accept alternative or optional configurations that include built-in cellular (LTE/5G) connectivity for mobile or remote student and staff use? If so, should these be priced as optional items or listed under non-standard configurations?

No.

While the minimum specifications for the requested laptop and Chromebook categories specify dual-antenna Wi-Fi 6 (802.11ax), would Hillsborough County Public Schools consider or accept alternative or optional configurations that include built-in cellular (LTE/5G) connectivity for mobile or remote student and staff use? If so, should these be priced as optional items or listed under non-standard configurations?

Hillsborough County Public Schools Page 6 of 12

Would Hillsborough accept devices sized at 11.6” for the student windows and chrome device requirements?

Yes.

The RFP requires device repairs or parts issuance to be completed within 21 calendar days. When does the 21-day SLA clock officially begin—when the District creates a repair ticket, when the device becomes available for pickup, or when the ASP/repair provider takes possession of the device?

Once in possession of the device.

Will delays outside the repair provider`s reasonable control—such as OEM parts backorders, supply-chain issues, devices not being available for pickup, or District-related delays—be excluded from or pause the

SLA?

Any adjustments must be agreed to be the District.

How will District holidays, school closures, emergency closures, or other periods when pickup/delivery cannot reasonably occur be treated for purposes of the 21-calendar-day SLA?

The clock starts once device is taken into possession.

Please clarify how the proposed 10%, 25%, 50%, and 75% repair credits will be calculated. What charge, fee, or other basis will each percentage be applied against?

Credit towards future repairs.

The RFP states that delays must be reviewed and approved by the District to avoid SLA penalties. What is the required process and timeframe for requesting and obtaining such approval?

Notification and reasoning for the delay will be sent the GM of IT operations or designee upon by the awardee on first finding of delay. Parts delay from all manufactures has been an issue for the District.

For the self-maintainer program, does HCPS require the repair parts inventory to be maintained at a specific location, such as the ASP facility, an HCPS location, or another designated location? Are there minimum stocking levels or other inventory requirements the proposer should account for?

No. Onsite parts stores are looked at favorably for warranty work that is done via self-maintainer program.

How does HCPS anticipate staggering the estimated Year 1 device volume throughout the year? Will the majority of devices be deployed during a primary summer refresh period, or should proposers anticipate multiple deployment waves? If available, please provide the anticipated start/completion dates and approximate quantities and timing for each major wave.

The initial order will be for the teacher and student devices.

The remainder would be run rate.

Will any warehousing or temporary storage be required between receipt/configuration and final delivery to HCPS? If so, please provide the approximate maximum quantity of devices to be stored and the anticipated storage duration.

Hillsborough County Public Schools Page 7 of 12

The RFP requires device repairs or parts issuance to be completed within 21 calendar days. When does the 21-day SLA clock officially begin—when the District creates a repair ticket, when the device becomes available for pickup, or when the ASP/repair provider takes possession of the device?

Once in possession of the device.

Will delays outside the repair provider`s reasonable control—such as OEM parts backorders, supply-chain issues, devices not being available for pickup, or District-related delays—be excluded from or pause the

SLA?

Clock starts on pick up of device. The Districts expectation with this bid is to avoid repair part delays. The District will consider halting on SLA time for agreed upon reasoning provided to the district.

How will District holidays, school closures, emergency closures, or other periods when pickup/delivery cannot reasonably occur be treated for purposes of the 21-calendar-day SLA?

SLA starts once in possession of the device.

Please clarify how the proposed 10%, 25%, 50%, and 75% repair credits will be calculated. What charge, fee, or other basis will each percentage be applied against?

Credits will be applied toward future repairs based on the total cost of the initial repair.

The RFP states that delays must be reviewed and approved by the District to avoid SLA penalties. What is the required process and timeframe for requesting and obtaining such approval?

Notificaiton and reasoning for the delay will be sent the GM of IT operations or designee upon by the awardee on first finding of delay. Parts delay from all manufactures has been an issue for the district.

For the self-maintainer program, does HCPS require repair parts inventory to be maintained at a specific location, such as the ASP facility, an HCPS location, or another designated location? Are there minimum stocking levels or other inventory requirements the proposer should account for?

No. Onsite parts stores are looked at favorably for warranty work that is done via self-maintainer program.

How does HCPS anticipate staggering the estimated Year 1 device volume throughout the year? Will the majority of devices be deployed during a primary summer refresh period, or should proposers anticipate multiple deployment waves? If available, please provide the anticipated start/completion dates and approximate quantities and timing for each major wave.

Student and teacher device will be ordered in one batch.

The remainder will be run rate for year one.

Will any warehousing or temporary storage be required between receipt/configuration and final delivery to HCPS? If so, please provide the approximate maximum quantity of devices to be stored and the anticipated storage duration.

Hillsborough County Public Schools Page 8 of 12

General Laptop

· Is this for staff or students?

o If teachers, is 14” accepted?

o If students, is 8gb accepted?

· What is the qty needed and timeframe?

High End Laptop

· Is this for Teachers/Staff or Gaming? Touch N/a with gaming systems and bid asks for Dedicated Nvidia card which normally is used for Gaming vs Teacher devices.

· Would integrated graphics be accepted? Would nontouch be accepted if discrete required?

· What is the qty needed and timeframe?

General laptop is teacher, staff device. Device specifications are minimums anything exceeding will be considered. High end is power user/business class.

Given the District`s anticipated refresh cycles, site-based deployments, and evolving technology needs over the term of the agreement, please clarify whether respondents may include information regarding additional optional support services that are not reflected on the pricing sheet but could be made available to HCPS upon request during the contract term.

These can be put in optional section.

When does the 21-calendar-day SLA officially begin — when the District creates the repair ticket, when the device becomes available for pickup, or when the ASP takes possession of the device?

Once in possession of the device.

Will delays outside the ASP`s reasonable control, such as OEM parts backorders, supply-chain issues, devices not being available for pickup, or District-related delays, be excluded from or pause the SLA?

Notification and reasoning for the delay will be sent the GM of IT operations or designee upon by the awardee on first finding of delay. Parts delay from all manufactures has been an issue for the district.

How will District holidays, school closures, emergency closures, or other periods when pickup/delivery cannot reasonably occur be treated for purposes of the SLA?

Once in possession of the device.

Please clarify how the proposed 10%, 25%, 50%, and 75% repair credits will be calculated. What charge, fee, or other basis will each percentage be applied against?

Credits will be applied toward future repairs based on the total cost of the initial repair.

The RFP states that delays must be reviewed and approved by the District to avoid SLA penalties. What is the required process and timeframe for requesting and obtaining such approval?

Notification and reasoning for the delay will be sent the GM of IT operations or designee upon by the awardee on first finding of delay. Parts delay from all manufactures has been an issue for the District.

Does HCPS require repair parts inventory to be maintained at a specific location, such as the ASP facility, an HCPS location, or another designated location? Are there minimum stocking levels or other inventory requirements the proposer should account for?

No. Onsite parts stores are looked at favorably for warranty work that is done via self-maintainer program.

Hillsborough County Public Schools Page 9 of 12

How does HCPS anticipate staggering the estimated Year 1 device volume throughout the year? Will the majority of devices be deployed during a primary summer refresh period, or should proposers anticipate multiple deployment waves? If available, please provide the anticipated start/completion dates and approximate quantities and timing for each major wave.

The initial order will be for the teacher and student devices.

The remainder would be run rate.

Will any warehousing or temporary storage be required between receipt/configuration and final delivery to HCPS? If so, please provide the approximate maximum quantity of devices to be stored and the anticipated storage duration.

No.

Addendum 2 revised the deployment requirement to "up to 50,000 units per year to a single account."

Please confirm the minimum volume a proposer must demonstrate, since "up to" reads as a ceiling rather than a threshold.

50k is the target to maintain refresh strategy.

The RFP cites both 3 years of corporate experience and 5 years of experience in the same scope and type of work. Please confirm which requirement governs, and whether they apply to different elements of the qualification.

5 years' experience in scope. Corporate must have maintained 3 years.

For a joint proposal with a single named prime, may the minimum qualification requirements be met by the combined experience of the prime and its named subcontractors, or must the prime meet each one independently?

The prime must meet the minimum requirements.

Since HCPS intends to award primary and secondary contractors, may a subcontractor appear on more than one proposer`s team?

Multiple awards is an option.

SBEP is shown as 0 points because the solicitation is partly federally funded. Please confirm that no SBEP points apply to any portion of the award. Please also state whether HCPS still wants proposers to report planned small or veteran-owned business subcontracting.

The SBEP Subcontractor Utilization Letter of Intent is for informational purposes.

May configuration, imaging, provisioning, and enrollment services be performed by a subcontractor or third-party platform rather than the device OEM`s factory services, provided all requirements are met?

Yes.

The RFP references Autopilot "or equivalent." What criteria will HCPS use to determine whether an alternative provisioning method is equivalent?

Must integrate into our provisioning systems.

Hillsborough County Public Schools Page 10 of 12

Will HCPS provide the base images, or is the contractor expected to build and maintain them?

What is HCPS`s testing and approval process and turnaround time for monthly image updates?

The District will provide.

For the 21-calendar-day repair SLA, when does the clock start (ticket creation, device pickup, or receipt at the repair facility)? Does a software-only restoration, such as reimaging a device, count as a completed repair when no hardware fault exists?

This is for hardware repair.

Will HCPS technicians perform on-site repairs under the self-maintainer model? If so, does HCPS expect the contractor to provide diagnostic, imaging, or recovery tools and training for those technicians?

Self-maintainer. Any tools that are required to perform operations must be supplied.

For the optional ADP coverage of existing devices, does HCPS also want pricing for reimaging and recovery services on that fleet? If so, where on the Price Sheet should it go?

Can be put as an option.

May proposers add optional or value-added line items (for example, imaging or recovery software licensing, or extended services) that are not listed on the Excel Price Sheet? If so, how will they be evaluated under Cost/Value?

Yes.

Hillsborough County Public Schools Page 11 of 12

Do the §200.216 prohibitions and the §287.138 affidavit apply to software and service subcontractors as well as hardware suppliers? Must each subcontractor sign its own affidavit, or does the prime certify for the whole team?

HCPS solicitations require the contractor to be responsible for their subcontractors’ actions.

Section 287.138(4)(a) states:

https://www.leg.state.fl.us/STATUTES/index.cfm?App_mod e=Display_Statute&URL=0200-0299/0287/0287.html

“(4)(a) Beginning January 1, 2024, a governmental entity may not accept a bid on, a proposal for, or a reply to, or enter into, a contract with an entity which would grant the entity access to an individual’s personal identifying information unless the entity provides the governmental entity with an affidavit signed by an officer or representative of the entity under penalty of perjury attesting that the entity does not meet any of the criteria in paragraphs (2)(a)-(c).”

For 2 CFR § 200.216, there is no federal requirement for a separate statutory affidavit from every subcontractor. The regulation imposes the prohibition on the recipient and subrecipient of federal funds, requiring them not to procure, obtain, or use covered telecommunications equipment or services. The regulation itself does not prescribe an affidavit process or specify who must sign certifications

Section 2 CFR 200.216 states:

https://www.ecfr.gov/current/title-2/subtitle-A/chapter- II/part-200/subpart-C/section-200.216

(a) Recipients and subrecipients (HCPS) are prohibited from obligating or expending loan or grant funds to:

(1) Procure or obtain covered telecommunications equipment or services;

(2) Extend or renew a contract to procure or obtain covered telecommunications equipment or services; or

(3) Enter into a contract (or extend or renew a contract) to procure or obtain covered telecommunications equipment or services.

Do any HCPS sites have limited or no network bandwidth that would require imaging or recovery to be performed offline or locally?

No.

What provisioning method should be used for each Windows device type? Will HCPS provide the base image, or should the contractor create and maintain it?

District will provide base image. Provisioning tool is bidder option.

Hillsborough County Public Schools Page 12 of 12

For Intune and Autopilot, will HCPS provide the profiles, group tags, naming standards, security policies, and required tenant access?

Yes.

For Chromebook enrollment, will HCPS provide the Google Workspace credentials, licenses, organizational unit assignments, naming standards, and required policies?

Workspace licenses should be included. All else will be provided by the District.

Please provide the required applications, operating system versions, drivers, firmware, BIOS settings, security settings, and software-removal requirements for each device type. Will HCPS provide the necessary installers, licenses, passwords, and instructions?

This would be dependant on the device and be provided to the awardee.

This Addendum shall be construed and governed by the laws of the State of Florida.

Sincerely, Erika James, Senior Procurement Officer

THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR

BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.

1. Questions and Answers