9-RFP-26-00336 Integrated Technical Resources Hub.pdf

Request for Proposals Integrated Technical Resources Hub (ITRH)

RFP-26-00336

RFP-26-00336 Page 1

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING PROPOSAL

SOLICITATION TYPE: Competitive Sealed Proposals

SOLICITATION NUMBER: RFP-26-00336

SOLICITATION TITLE: Integrated Technical Resources Hub (ITRH)

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and qualified Contractors to provide a best-in-class cloud-hosted integrated technical resources hub (Solution) for the Development Services Department (DSD) designed to centralize departmental technical knowledge, interface seamlessly with key existing customer-facing platforms, and establish a robust, controlled process for content management. The Contract resulting from this request for proposal document will be in effect for a three (3)-year period.

DUE DATE & TIME: August 10, 2026, 2:00 PM Eastern Time (as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

The Director of Procurement is considered the issuing department director for the purpose of Section 2-567(c) of the Hillsborough County Procurement Protest Policy and Procedures Ordinance.

PROPOSAL SUBMISSION: The County will only accept proposals submitted through its electronic bidding system (Euna Procurement). Proposals that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed proposal process, proposals submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your proposal, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your proposal, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for

RFP-26-00336 Page 2 assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire@eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to Procurement Services using the “messages” section in Euna Procurement for this particular procurement.

● To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-proposal conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no proposer, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a proposer from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the proposer from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see RFP-26-00336 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Proposal, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

DIGITAL ACCESSIBILITY COMPLIANCE:

mailto:support.bonfire@eunasolutions.com https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

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Any and all information and communications technology developed, provided, procured, maintained, or otherwise made available under this Contract and intended for public access or use, shall comply with various accessibility standards. Please see General Terms and Conditions for complete details and requirements.

INSTRUCTIONS TO PROPOSERS:

Please see Sections 1.6., 1.7., and 4. for various instructions for Proposers.

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and qualified Contractors to provide a best-in-class cloud-hosted integrated technical resources hub (Solution) for the Development Services Department (DSD) designed to centralize departmental technical knowledge, interface seamlessly with key existing customer-facing platforms, and establish a robust, controlled process for content management.

1.1.2 The County seeks to centralize and streamline access to internal technical knowledge, providing a single trusted source of truth for customer-facing staff in the DSD. Customer service representatives, planners, permit technicians, reviewers, and inspectors, dedicate considerable time to fielding routine inquiries regarding code interpretation, application status, and required documentation.

1.1.3 The Solution will improve efficiency, reduce workload, increase capacity, elevate public trust, ensure compliance, and serve as a source of training for new DSD staff.

1.2. Background

1.2.1 The DSD serves as the primary regulatory body for overseeing land use, planning, and construction within the unincorporated areas of Hillsborough County. This is achieved through the comprehensive administration and enforcement of foundational regulatory documents, chief among them the Hillsborough County Land Development Code (LDC) and the Florida Building Code (FBC). Development Services is essential to every stage of the building lifecycle, from initial concept through final construction and inspection. The department's responsibilities are integrated across several critical areas:

1.2.1.1 Planning and Zoning: DSD is the gatekeeper for significant land use changes. Staff review and process rezoning requests and applications for other legally binding development orders. This involves meticulous analysis to ensure proposed projects align with the County’s long-term comprehensive plans, traffic management strategies, and environmental goals.

1.2.1.2 Site Development and Subdivision: DSD performs the detailed review and permitting of site development plans and proposed subdivisions of land. This rigorous process is designed to manage growth sustainability, ensuring proper infrastructure provision (roads, utilities, drainage) and, crucially, the preservation of natural resources. Staff work to minimize environmental impact and ensure compliance with conservation mandates before any earthwork begins.

1.2.1.3 Building and Inspection Services: A core function of the DSD is the administration and enforcement of the Florida Building Code (FBC), which dictates safety and structural integrity standards. This includes the issuance of building permits for new construction, renovations, RFP-26-00336 Page 5 and repairs. Following permit issuance, the DSD conducts inspection of permitted work at various stages (e.g., foundation, framing, electrical, final) to ensure strict adherence to the FBC, protecting occupants from structural or safety hazards.

1.3. Applicable Publications and Terminology

The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.3.1 International Organization for Standardization ISO 27001, Information security, cybersecurity and privacy protection – Information security management systems – Requirements.

https://www.iso.org/standard/27001

1.3.2 Association of International Certified Professional Accountants (AICPA) System and Organization Controls (SOC) 1, Service Organizations: Internal Control over Financial Reporting (ICFR), and SOC 2, Service Organizations: Trust Services Criteria.

https://www.aicpa-cima.com/resources/landing/system-and-organization-controls-soc-suite-of-services

1.3.3 Federal Information Processing Standard (FIPS) 140-3, Security Requirements for Cryptographic Modules.

https://csrc.nist.gov/pubs/fips/140-3/final

1.3.4 National Institute of Standards and Technology (NIST) Advanced Encryption Standard (AES)- 256.

https://www.nist.gov/publications/advanced-encryption-standard-aes-0

1.3.5 Rehabilitation Act of 1973, Section 508, Federal Electronic and Information Technology.

https://www.access-board.gov/about/law/ra.html#section-508-federalelectronic-and-information-technology

1.3.6 Transport Layer Security (TLS) 1.3, Performance.

https://www.wolfssl.com/docs/tls13

1.3.7 Web-based Intranet and Internet Information and Applications 1194.22.

https://www.access-board.gov/ict/guide/web.html https://www.iso.org/standard/27001 https://www.aicpa-cima.com/resources/landing/system-and-organization-controls-soc-suite-of-services https://www.aicpa-cima.com/resources/landing/system-and-organization-controls-soc-suite-of-services https://csrc.nist.gov/pubs/fips/140-3/final https://www.nist.gov/publications/advanced-encryption-standard-aes-0 https://www.access-board.gov/about/law/ra.html#section-508-federalelectronic-and-information-technology https://www.access-board.gov/about/law/ra.html#section-508-federalelectronic-and-information-technology https://www.wolfssl.com/docs/tls13 https://www.access-board.gov/ict/guide/web.html

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1.3.8 Electronic and Information Technology Accessibility Standards, 1194.41, Information, documentation, and support.

https://www.corada.com/documents/36-cfr-parts-1194-section508-2000/1194-41

The following terminology of the issue in effect on date of this solicitation, forms a part of this specification:

1.3.9 “Solution” shall mean best-in-class, enterprise-grade, cloud-hosted Integrated Technical Resource Hub (ITRH).

1.3.10 “ServiceNow” shall mean the County's 311 customer relationship management (CRM) solution provider.

1.3.11 “Accela” shall mean DSD’s permit and inspection solution for build and construction services and application and approval process for the site and subdivision processes.

1.3.12 “Outlook” shall mean the County’s email system.

The following acronyms are used throughout the request for proposal documentation and provide for reference:

AES Advanced Encryption Standard AI Artificial Intelligence AICPA Association of International Certified Professional Accountants FIPS Federal Information Processing Standard FAQ Frequently Asked Questions ICFR Internal Control over Financial Reporting ISO International Organization for Standardization NIST National Institute of Standards and Technology SOC System and Organization Controls SPO Standard Operating Procedures SSL Secure Sockets Layer SSO Single Sign On TLS Transport Layer Security U.S. United States

1.4. Minimum Qualifications

1.4.1 The Proposer or principal thereof shall have, at the time of submission, at least two (2) years of documented experience implementing solutions for organizations substantially similar in scope and size to Hillsborough County. No value-added resellers nor third-party implementation partners will be considered.

1.4.2 The Proposer shall have, at the time of submission, the following certifications:

https://www.corada.com/documents/36-cfr-parts-1194-section508-2000/1194-41

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1.4.2.1 ISO 27001, Information security, cybersecurity and privacy protection – Information security management systems – Requirements.

1.4.2.2 AICPA System and organization Controls SOC 1, Service Organizations: ICFR.

1.4.2.3 AICPA System and organization Controls SOC 2, Service Organizations: Trust Services Criteria.

1.5. Minimum Requirements

1.5.1 The Proposer’s Solution shall be wholly owned, managed, and implemented by the Contractor. The County requires a Solution that is developed, owned, and managed by the same company that performs the implementation.

1.5.2 The Proposer’s Solution shall provide, at a minimum, the following:

1.5.2.1 Accessibility on desktop devices.

1.5.2.2 Functionality as follows:

1.5.2.2.1 All-in-one standalone platform built on an enterprise-grade framework.

1.5.2.2.2 Secure cloud-based solution hosted in U.S.-based data center(s) only.

1.5.2.2.3 All sub-processors shall be U.S.-based.

1.5.2.2.4 On-premises only solutions will not be considered.

1.5.2.3 Centralized Knowledge Base: The Solution shall establish a single, centralized knowledge base that serves as the authoritative repository (trusted source of truth) for all technical knowledge within the DSD, and encapsulates all relevant documentation, including, but not limited to:

1.5.2.3.1 SOPs for permitting, inspections, and plan review.

1.5.2.3.2 Answers to FAQs about zoning, fees, and application submittal requirements.

1.5.2.3.3 Answers to FAQs about land development applications, natural resources permitting, right of way permitting, and other department operations.

1.5.2.3.4 Templates, forms, checklists, and guides for developers, contractors, and the public.

1.5.2.3.5 Internal reference materials used by planners, inspectors, and permit technicians.

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1.5.2.4 Powerful, intuitive search capabilities (utilizing natural language processing or robust tagging) that allows both internal staff to quickly locate precise information.

1.5.2.5 Incorporate automatic version control to ensure that only the most current and approved information is visible and used, retiring outdated or superseded content effectively.

1.5.2.6 Incorporate data and analytics reporting (dashboard) tracking the use of the content base from different staff members, as well as clients.

1.5.2.7 Operate without relying on Artificial Intelligence (AI) to meet the business’ needs. AI at best should be utilized in searching for information and should not be utilized to give responses.

1.5.2.8 Seamless Interface with Customer Facing Systems: The Solution shall be capable of deep interface with the department's existing customer-facing solutions to ensure knowledge is accessible directly within the staff's workflow, minimizing the need to switch applications.

Interface requirements are as follows:

Target System Interface Requirement Staff Benefit

Microsoft Outlook

Direct Link/Snippet Insertion: Staff should be able to search the knowledge base and insert pre-approved text snippets, links, or documents directly into email responses without leaving the Outlook interface.

Dramatically reduces email response times and ensures consistent messaging in customer communications.

ServiceNow-

CRM

Contextual Knowledge Retrieval: When a staff member opens a service ticket or customer record, the IRC must automatically suggest relevant knowledge articles based on the ticket category, subject, or keywords.

Improves first-call resolution rate and consistency across the customer service team.

Accela (Permitting System)

In-Application Lookup: Plan reviewers and permit technicians must be able to search for code interpretations, fee schedules, etc.

Ensures immediate access to technical code standards during the review and processing stages, reducing errors and cycle time.

1.5.2.9 Role-Based Permissions - The system shall define specific user roles, such as:

1.5.2.9.1 Content Contributor: Can draft new articles or propose updates.

1.5.2.9.2 Technical Reviewer (Subject Matter Expert): Can do all of the Content Contributor role as well as verify the technical accuracy of other staff content.

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1.5.2.9.3 Final Approver: Can do all of the roles above and publish content to the live knowledge base.

1.5.2.9.4 Other Roles as needed.

1.5.2.10 Customizable Workflow Approval Process (Optional Feature)

1.5.2.10.1 To maintain the quality, accuracy, and technical integrity of the centralized knowledge base, the preference is for the Solution to have the ability to establish a customizable workflow approval process for all information entry and/or modification.

1.5.2.10.1.1 Multi-Stage Review (optional): The workflow should support multiple stages of review and approval tailored to the type of content (e.g., an FAQ might require one departmental sign-off, while a code interpretation requires review by a supervisory, planner, and a DSD director) used by the DSD.

1.5.2.10.1.1.1 Audit Trail: The workflow should automatically log all changes, reviewers, approval dates, and the final publication date, creating a clear audit trail.

1.5.2.10.1.1.2 Content Retirement: The process should also include a mandatory periodic review (or "knowledge refresh") and a formal, trackable process for retiring or archiving outdated information.

1.5.3 The Proposer’s Solution shall meet infrastructure and security requirements as follows:

1.5.3.1 The Proposer’s Solution shall be subject to a cybersecurity review. Such review may require the Proposer to complete a cybersecurity questionnaire and participate in interviews with County Information Technology and Cyber Security staff. Ultimately, the Proposer shall be required to demonstrate current compliance with the County’s cybersecurity requirements prior to contract award. Failure to clearly demonstrate current compliance with the County’s cybersecurity requirements will result in the rejection of the Proposal.

1.5.3.2 Encryption:

1.5.3.2.1 Data encrypted at rest using AES-256 or equivalent FIPS 140-3 validated.

1.5.3.2.2 All connections to support SSL/TLS 1.2 protocol or higher.

1.5.3.2.3 In the event of a suspected data or system breach affecting County data or system credentials, the Contractor shall notify the County within 24 hours of detection.

In the event of a confirmed breach, the Contractor shall notify the County immediately upon confirmation.

1.5.3.2.4 Section 508 (Federal Electronic and Information Technology) Compliance.

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1.5.3.2.5 Compliance with Web-based Intranet and Internet Information and Applications (1194.22) and Information, Documentation and Support (1194.41).

1.5.3.3 Search Capabilities:

1.5.3.3.1 Federated search to search content from the Solution, as well as any integrations (MS Teams, ServiceNow).

1.5.3.3.2 Supports natural language searching.

1.5.3.3.3 AI enhanced searching and results.

1.5.3.3.4 Personalized search results.

1.5.3.3.5 Adherence to and enforcement of access permissions as defined by the target systems’ security and authorization protocols. Target solutions may include Microsoft 365 applications and ServiceNow.

1.5.3.4 Interfaces:

1.5.3.4.1 Real-time access to interface solutions within the platform.

1.5.3.4.1.1 Microsoft Outlook

1.5.3.4.1.2 ServiceNow

1.5.3.4.1.3 Accela (HillsGovHub)

1.5.3.4.2 Interfaces for SSO and account access/roles/employee data.

1.5.3.4.2.1 Microsoft Active Directory.

1.5.3.4.2.2 Microsoft Entra ID, formerly Azure Active Directory.

1.5.3.4.2.3 Azure Active Directory.

1.5.4 The Proposer/Contractor shall implement and maintain a comprehensive cybersecurity program as per Attachment A – Cybersecurity Requirements.

1.5.5 Implementation

1.5.5.1 DSD is looking to leverage knowledge and information from other clients of the Proposer (as much as feasible) to reduce implementation time and draw from existing best practices. The Contractor shall complete implementation no later than three (3) months after Contractor’s receipt of a Purchase Order from the County.

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1.5.5.2 The County will provide, at a minimum, a Project Manager (Manager of Customer Service) and a Communications Manager to manage the content. Subject Matter Experts will be available as needed.

1.5.6 The Contractor shall provide ongoing and as-needed technical support following implementation and throughout the term of the resulting Contract, to include, but not limited to:

1.5.6.1.1 Maintaining a 99.9% uptime.

1.5.6.1.2 Providing 24/7 support.

1.5.6.1.3 Managing all Solution infrastructure, hosting, and security.

1.5.6.1.4 Implementing updates/upgrades.

1.5.7 The Contractor shall provide multitier product training to include:

1.5.7.1 System Administrator Training

1.5.7.2 Content Producer/Manager Training

1.5.7.3 Data Analyst Training

1.6. Instructions to Proposers

The Proposer shall submit a comprehensive Proposal that meets or exceeds the minimum qualifications and requirements of these specifications. The Proposer’s response shall include the following:

1.6.1 An Executive Summary, as an attachment, limited to no more than ten (10) pages and using no less than a 10-point font size, which shall include, but not limited to:

1.6.1.1 Cover Page with the following:

1.6.1.1.1 Contact Representative’s name, title, address, direct phone number and email address

1.6.1.1.2 Engagement Manager’s name and title (if different from Contact Representative)

1.6.1.1.3 Proposer’s address

1.6.1.1.4 Proposer’s phone number

1.6.1.1.5 Proposer’s website link

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1.6.1.2 Proposer’s history, date established, overview, and organizational profile, to include number of years in the title business and other services (if any) the Proposer provides.

1.6.1.3 Proposer’s organizational chart identifying the functions and reporting relationships of key people directly responsible for managing implementation and account management.

1.6.1.4 Experience: A list of at least three (3) references (preferably Florida municipal entities), documenting a minimum of two (2) years of experience implementing solutions for organizations substantially similar in scope and size to Hillsborough County, to include, but not limited to:

1.6.1.4.1 Client Name and Address

1.6.1.4.2 Contact Name and Title

1.6.1.4.3 Contact Email

1.6.1.4.4 Contact phone number

1.6.1.4.5 Project title and brief description

1.6.1.5 Qualifications: A written summary of Proposer’s organization and staff qualifications that demonstrate the Proposer’s quality of services (general information, resumes, etc.).

1.6.2 The Proposer’s licenses and certifications, as an attachment, per the requirement of this solicitation, to include, but not limited to:

1.6.2.1 ISO 27001, Information security, cybersecurity and privacy protection – Information security management systems – Requirements.

1.6.2.2 AICPA System and organization Controls SOC 1, Service Organizations: ICFR.

1.6.2.3 AICPA System and organization Controls SOC 2, Service Organizations: Trust Services Criteria.

1.6.3 The Proposer’s Solution Details, as an attachment, to include, but not limited to, Solution name, features, brochure(s), and integration format and layout, documenting how the Solution meets or exceeds the requirements of this solicitation.

1.6.4 An Implementation Plan, as an attachment, that guides the process, minimizes risks and achieves successful outcomes that meet the needs of the County, minimizes disruptions, and provides a smooth transition for employees. The Implementation Plan shall include a clear alignment of both functional and technical objectives, resource optimization, communication, risk mitigation, monitoring and evaluation processes, and a timeline. The county expects an implementation of no longer than three (3) months, including all software interfaces and the development of the “Technical Knowledge Base.”

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1.6.5 Cost Proposal

1.6.5.1 The Proposer shall submit a cost proposal using the Proposal Pricing Table for the overall cost of the initial contract term, including professional services for implementation, testing, and training, software technical support and software solution subscription for years one (1), two (2), and three (3). If the software operates based on licensing, please explain all license types, tiers, and capabilities.

1.6.5.2 The Proposer shall submit, as an additional attachment, the Implementation Phase Milestones, with cost breakdown for progress payments, to include work activities/events to cover the four (4) main phases of the project: 1) Implementation, 2) Testing, 3) Training, and

4) Final Delivery.

1.6.5.2.1 The sum of the work activities/events, as applied to each phase, shall equal the total cost proposed for Line one (1) of the Proposal Pricing Table.

1.6.5.2.2 Progress payments will be made to the awarded Contractor based upon the services completed per the Implementation Phase Milestones.

1.6.6 Upon County request, a copy of the Proposer’s Disaster Recovery Plan shall be provided.

1.7. Proposal Response

The Proposer shall submit as their proposal the following required attachments. Note: Euna Procurement has a file size limitation of 1GB.

1.7.1 Submit with Proposal

1.7.1.1 Proposer Requirements/Acknowledgements Questionnaire

1.7.1.2 Deviation(s) Questionnaire (Optional)

1.7.1.3 Proposer Acknowledgement(s) of Addenda (if applicable)

1.7.1.4 Declaration of Documents Exempt from Public Disclosure (Optional, if applicable)

1.7.1.5 Software License Terms, if requesting changes to the County’s standard provisions (Optional)

1.7.1.6 Executive Summary

1.7.1.7 Required Licenses/Certifications

1.7.1.8 Solution Details

1.7.1.9 Implementation Plan

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1.7.1.10 Implementation Phase Milestones

1.7.2 Complete/Submit upon County’s Request

1.7.2.1 Insurance Certificate

1.7.2.2 W-9 or Substitute W-9

1.7.2.3 Disaster Recovery Plan

1.7.2.4 AI Security Questionnaire

1.7.2.5 Vendor Security Outsourcing Questionnaire

1.7.2.6 Vendor Security Software Questionnaire

2. SPECIAL TERMS AND CONDITIONS

2.1. Evaluation/Selection Process

2.1.1 The County will review and evaluate all Proposals submitted in response to this Solicitation Document. The evaluation process is designed to award the Contract to the Proposer with the best combination of attributes as demonstrated in the Proposal scores. Scores are based on the evaluation of the information contained in Proposer's Proposal which include, but is not limited to, Proposer's responses to the questions set forth in the Requirements Section of this Solicitation Document and any corresponding attachments including a brief description of methodology, qualifications, experience, and the cost of the Services/Work.

2.1.2 Evaluation Procedures

The evaluators will consider how well the Proposer's Proposal meets the needs of the County as described in the Proposer's response to each question in this Solicitation Document. It is important that the responses be clear and complete so that the evaluators can adequately understand all aspects of the response. Please follow all instructions carefully. The Proposal should be submitted according to the instructions/outline specified in this Solicitation Document.

A Proposal that fails to follow these instructions may be considered non-responsive and may be eliminated from further consideration.

2.1.2.1 Based on information acquired through the Proposer's responses and the responses of references (if applicable), the County will award a preliminary score to each Proposal.

2.1.2.2 Based on the preliminary scores, the County may request that the top scoring Proposers conduct an oral presentation and/or submit a Best and Final Offer that may include revisions to Technical Approach, Integration, and/or Cost. Be advised that the evaluators may revise the preliminary scores based on the oral presentations (if applicable), reference

RFP-26-00336 Page 15 inquiries, other information obtained through the County's investigations of past performance and/or submissions of Best and Final Offers (if applicable).

2.1.3 Scoring/Weighting of Questions

The scoring/weighting of Proposals will be accomplished utilizing the evaluation criteria identified in the following table:

Award Criteria Point Value Quality of the Proposed System and its ability to achieve the County's objectives: Centralize departmental technical knowledge, interface seamlessly with key existing customer-facing platforms, establish a robust, controlled process for content management, improve efficiency, reduce workload, increase capacity, elevate public trust, ensure compliance, and serve as a source of training.

Customizable workflow approval process.

Proposer’s Organization and Staff Qualifications and Experience. 30

Proposer's understanding of the scope and objectives, technical approach and work plan presented. 30

Quote/Cost Total. 10 Total Possible Points: 100

2.1.3.1 Quote/Cost Total:

2.1.3.1.1 The maximum points shall be awarded to the responsive and responsible Proposer with the lowest cost Proposal.

2.1.3.1.2 Points awarded for the "Quote/Cost Total" portion of this Solicitation Document will be based upon the following formula:

Score = Lowest Cost Proposal multiplied by Maximum Points then divided by Proposer's Cost.

2.1.3.1.3 The County reserves the right not to award the Contract to the Proposer with the lowest Quote/Cost.

2.2. Insurance, Contractor

See RFP-26-00336 Insurance Requirements Attachment

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2.2.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.2.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program. Should the Contractor have any questions concerning its exposure to loss under the Contract Documents or the insurance coverages needed therefore, it should seek professional assistance.

2.2.3 If the insurance coverage initially provided by the Contractor is to expire prior to completion of the Work, renewal Certificates of Insurance shall be furnished to the County the ten (10) Days prior to expiration of current coverages.

2.2.4 Should the Contractor fail to maintain the insurance coverages required by the Contract Documents, the County may, at its option, either terminate this Agreement for default or procure and pay for such coverage, charge the Contractor for and deduct the costs of the same from payments due the Contractor. A decision by the County to procure and pay for such insurance coverage shall not operate as a waiver of any of its rights under the Contract Documents.

2.2.5 Failure of the Contractor to submit the required Certificates of Insurance within the times required by this Section may result in a delay in issuing the Notice to Proceed. The parties specifically agree that such a delay is neither excusable nor compensable and will not entitle the Contractor to a change in the Contract Price or Time.

2.3. Information Technology

2.3.1 Software Licensing Provisions

2.3.1.1 Unless otherwise proposed, the Standard Software Licensing Provisions below shall apply. Proposers may include their firms' licensing provisions as an alternative to the Standard Software Licensing Provisions. Proposers are cautioned not to incorporate any terms or conditions into their proposed software license provisions other than those that are customary and/or usual or which result in a modification to their proposal. Such inclusions may result in the rejection of their Proposal in its entirety.

2.3.1.2 Scoring of Software Licensing Provisions: Software licensing provisions will be evaluated and scored by the County as follows:

2.3.1.2.1 Proposals that contain no alternative software licensing provisions: These proposals shall receive the maximum score allowed as identified within this Request for Proposal (RFP).

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2.3.1.2.2 Proposals that contain alternative software licensing provisions: The County will score how closely the proposers' software license provisions match the Standard Software Licensing Provisions with more points awarded for fewer deviations.

2.3.1.3 Selection of Apparent Successful Proposer and Negotiation of Software License Provisions: The apparent successful proposer will be the vendor with the best combination of attributes as demonstrated in the solicitation scores.

2.3.1.3.1 Negotiations: If necessary, the County will enter into negotiations of the software license provisions with the apparent successful proposer in order to agree to mutually acceptable provisions. These negotiations shall be limited to a reasonable time period. If in the County’s sole determination the negotiations exceed a reasonable time period, the County shall terminate the negotiations with the apparent successful proposer and enter into negotiations with the next highest scoring proposer.

2.3.1.3.2 Successive apparent successful proposer(s): Upon failure to negotiate mutually acceptable software license provisions, and termination of negotiations with the apparent successful proposer, the next highest scoring proposer will become the new apparent successful proposer and the County will enter into negotiations of the software license provisions with this vendor as described in the previous paragraph. This process shall be repeated if necessary to obtain mutually acceptable software license provisions.

2.3.1.4 Standard Software Licensing Provisions

2.3.1.4.1 Licensed System, Services: The Contractor/Licensor (Licensor) grants and County accepts upon the terms and conditions contained herein, nontransferable license to use of "Licensed System" as herein defined and described. This Licensed System shall be used solely for the County's own purposes. The Licensed System shall include in its meaning, any improvements, additions, or modifications of the version or versions of the Licensed System which Licensor has licensed the County to use, and materials, documentation and technical information provided to County in written form and identified in the RFP, for use in connection with the Licensed System. The Licensor further agrees to perform certain services relating to the Licensed System as set forth herein.

2.3.1.4.2 Payment for Software: The County shall pay the Contractor/Licensor the license fee in full within forty-five (45) days upon delivery of the software and receipt of a proper invoice as defined in the Hillsborough County Prompt Payment Procedures, which are on file at the Board of County Commissioners Accounting Department, County Center, 601 E. Kennedy Blvd., 12th Floor, Tampa, Florida 33602.

2.3.1.4.3 Copies: The County shall have the right to reproduce for internal use all of the Licensed System and Documentation described in RFP for its internal users, subject to the requirements on use, disclosure, and proprietary notice set forth herein.

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2.3.1.4.4 Proprietary Information: To the extent authorized by Florida law, the parties agree to take reasonable steps to preserve the confidential and proprietary nature of information provided by the other party. The County shall include and shall not alter, remove or cancel, any copyright, trade secret or other proprietary notices on the Licensed System.

2.3.1.5 Warranties

2.3.1.5.1 Licensed System; Services: Licensor warrants that, on the Acceptance Date, the Licensed System furnished hereunder shall be free from significant programming errors and from defects in workmanship and materials, and shall operate and conform to the performance capabilities, specifications, functions and other descriptions and standards applicable thereto as set forth in the RFP; that, in general, the Licensor shall perform the services in a timely and professional manner utilizing qualified professional personnel;

and that the Licensed System and service shall conform to the standards generally observed in the industry for similar Licensed Systems and services. If the Licensor allows the County to modify the source code, the County will adhere to the Licensor prescribed procedures for such modifications. The warranty shall not be invalidated if the County modifies the code in accordance with Licensor prescribed procedures.

2.3.1.5.2 Ownership; Authority: Licensor warrants that it has full power and authority to grant the rights granted by these License Provisions to County with respect to Licensed System without the consent of any other person or entity. Licensor also warrants that neither the performance of the services by Licensor nor the license to and use by County of the Licensed System and documentation, including the copying of the Licensed System and documentation, will in any way constitute an infringement or other violation of any copyright, trade secret, trademark, patent, invention, proprietary information, nondisclosure or other rights of any third party.

2.3.1.5.3 Compliance with Applicable Laws: Licensor warrants that Licensed System, its license to and use by County, and the performance by Licensor of the services, shall be in compliance with all applicable laws, rules and regulations.

2.3.1.5.4 Licensor's Fulfillment Of Warranty Obligations: If, at any time during the twelve

(12) month period immediately following the Acceptance Date, Licensor or County, or both, discover any defects, errors or non-conformities in the Licensed System or any other respect in which the Licensed System fails to conform to the provisions of any warranty contained in these License Provisions, Licensor shall, at no cost to the County, promptly correct such defects, error(s) or non-conformities by, among other things, supplying the County with such corrective codes and making such additions, modifications, or adjustments to the package as may be necessary to keep the Licensed system in operating order in conformity with the warranties herein.

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2.3.1.5.5 Limited Warranty: Licensor's warranties are limited to those set forth in this agreement and do not include any other express or implied warranties, including implied warranty of merchantability and fitness for a particular purpose.

2.3.1.5.6 Limitation of Liability: In no event shall Licensor be liable for any indirect, exemplary, incidental, or consequential damages arising out of or otherwise relating to the use or performance of the System or any components thereof, however caused, even if Licensor has been advised of the possibility or likelihood of such damages.

2.3.1.6 Improvements; Modifications

2.3.1.6.1 Improvements, which shall mean any additions or modifications made by the Licensor to or in the Licensed System at any time after acceptance testing in the Licensed System, that improve the efficiency and effectiveness of the basic program function(s) described in the RFP and which do not change such function(s) or create one or more new ones, shall be furnished to the County at no charge, provided the County maintains current support with the Licensor.

2.3.1.6.2 Program Changes. If, at any time after the Acceptance Date, Licensor shall develop any changes in the Licensed System which affect the basic program, function(s) of the Licensed System, or adds one or more new ones, these shall be furnished to the County at no charge, provided the County maintains current support with the Licensor.

2.3.1.7 Indemnification

2.3.1.7.1 Licensor agrees to defend, indemnify, and shall hold harmless County, its employees and agents from and against any claim, suit, demand, or action alleging that the System or any component thereof infringes a U.S. patent or copyright, or any Trade Secret, or any other intangible property rights of any third party.

2.3.1.7.2 If a third-party claim seriously endangers or disrupts County's quiet enjoyment and use of the Licensed System, Licensor shall:

2.3.1.7.2.1 replace the Licensed System, at no additional charge, with a compatible, functionally equivalent and non-infringing product, or

2.3.1.7.2.2 modify the Licensed System, without additional charge, to avoid the infringement, or

2.3.1.7.2.3 if approved by the County, obtain a license for the County to continue the use of the Licensed System for the term of these License Provisions and pay all additional fee(s) necessary to acquire such license up to $1,500,000.00.

2.3.1.8 Source Code: Upon the occurrence of a Source Code Delivery Event, Licensor shall deliver to County a full and complete set, for the most current version of each of the Computer Program(s), of source code on computer magnetic media; all necessary and available

RFP-26-00336 Page 20 information, proprietary information, and technical documentation that shall enable County to create, maintain and/or enhance the licensed material without the aid of Licensor or any other person or reference to any other materials; maintenance tools (test programs and program specifications); proprietary or third-party systems utilities (compiler and assembler descriptions); description of the system/program generation; and descriptions and locations of programs not owned by Licensor, but required for use and/or support. The license granted hereunder includes the right, exercisable upon such delivery, to use such materials for purposes of County's providing internally, or procuring from Permitted Contractors, such maintenance and support as County may require with respect to the Computer Program(s) and, as incident thereto, to copy and modify the Computer Program(s) in support of the authorized uses of the Computer Program(s).

For purposes of these Provisions, "Source Code Delivery Event" means the combination and completion of the following:

2.3.1.9 County encounters Licensor's inability or failure to correct material error(s) in the Computer Program(s) for any reason, or otherwise to carry out in any material respect the maintenance or support obligations set forth in these Provisions for any reason; or

2.3.1.10 Licensor files a petition in bankruptcy or petition to take advantage of any insolvency action, makes an assignment for the benefit of its creditors, consents to the appointment of a receiver for itself or the whole or substantially all of its property, is adjudicated a bankrupt on a petition in bankruptcy filed against it, files a petition or answer seeking reorganization or arrangement or other aid or relief under any bankruptcy or insolvency laws for the relief of debtors, or is the subject of an order, judgment, or decree entered by a court of competent jurisdiction appointing a receiver for Licensor or the whole or substantially all of its property, or approval of a petition filed against Licensor or the whole or substantially all of its property, or approval of a petition filed against Licensor seeking reorganization or arrangement of Licensor under any bankruptcy or insolvency laws or any other law for the relief of debtors;

and

2.3.1.10.1 The County has notified Licensor by certified mail of the occurrence of such an event described above and has demanded that Licensor deliver the Source Code for all Computer Program(s); and Either:

2.3.1.10.2 Licensor has failed to file, within ten (10) Days after receipt of such notification, an affidavit, or declaration with County by an officer of Licensor stating that the event described in item (1) and specified in such notification has not occurred or has been cured; or

2.3.1.10.2.1 an affidavit or declaration stating that such event has not occurred or has been cured is filed, either.

2.3.1.10.2.2 Licensor subsequently accepts County's demand notwithstanding Licensor's prior opposition, or

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2.3.1.10.2.3 a court of competent jurisdiction subsequently determines that an event described in item (1) above has in fact occurred and has not been cured.

2.4. Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices submitted in accordance with the terms and conditions of this Solicitation Document, should any governmental entity desire to buy under the Contract resulting from this Solicitation Document.

2.5. Purchase Order/Contract

By submitting an Offer, the Bidder/Proposer declares that it understands and agrees that Bidder’s/Proposer’s Offer in addition to the Specifications, the Instructions, the General Terms and Conditions, the Special Terms and Conditions, the Insurance and Bond requirements, any Amendment(s) issued and all applicable attachments to this Solicitation Document shall become a valid contract between the County and the Contractor upon approval of the contract award by the Board of County Commissioners (if applicable), upon approval of the contract award by the County Administrator (if applicable), or upon the County’s issuance of a Contract Purchase Agreement, Blanket Purchase Agreement, or Purchase Order, whichever occurs sooner.

2.6. Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a three (3)-year period (ending on the last Business Day of the final month) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement

(CPA).

2.7. Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and may vary during the Contract Period. The County does not guarantee a minimum total purchase.

Furthermore, the requirements of the County may exceed best estimates and the Successful Bidder/Proposer shall provide such requirements to the extent they are reasonable.

2.8. Hillsborough County Governmental Purchasing Council: Reference Laws of Florida 69-1112 and 69-1119

All Offers received by the County in response to this Solicitation Document shall be considered as Offers to members of the Hillsborough County Governmental Purchasing Council. Members, at their discretion, may utilize the Contract that results from this Solicitation Document. Members may purchase the goods, Services and/or Work under the same terms and conditions as the Contract between the Contractor and the County. Members will issue their own purchase orders, issue payments, and coordinate the service locations with the Contractor, as applicable. The Hillsborough County Governmental Purchasing Council consists of the following agencies:

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Children’s Board of Hillsborough County City of Plant City City of Tampa City of Tampa Housing Authority City of Temple Terrace Clerk of the Circuit Court Expressway Authority Hillsborough Area Regional Transit Authority Hillsborough County Aviation Authority Hillsborough County Board of County Commissioners Hillsborough Community College Hillsborough County School Board Hillsborough County Sheriff Property Appraiser State Attorney’s Office Supervisor of Elections Tampa Palms Community Development District Tampa Port Authority Tampa Sports Authority Tax Collector

2.9. Ordering

The County shall issue a Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA) to cover any goods, Services and/or Work to be furnished under this Contract. The County user departments will then issue Standard Purchase Orders against the BPA/CPA on an as-needed basis.

The Successful Bidder/Proposer shall deliver the applicable goods, Services and/or Work only upon receipt of a Standard Purchase Order. No goods, Services and/or Work are to be provided until a Standard Purchase Order is issued. However, any Standard Purchase Order issued PRIOR to the end of the Contract Period shall be completed, invoiced, and paid after the expiration of the Contract.

Orders shall be issued only during the Contract Period. The County reserves the right to modify the delivery location(s) identified throughout the Contract Period.

2.10. Termination for Convenience

In the event the County elects to terminate the Contract, the County shall provide the Contractor with notice of termination in writing by electronic and/or certified mail. The County shall pay the Contractor for any accepted goods, Services and/or Work provided by the Contractor to the County prior to the Contractor’s receipt of said termination notice.

3. DEFINITIONS

The following words and expressions (or pronouns) shall, wherever they appear in this Solicitation Document and the Contract Documents, be construed as follows unless a different meaning is clear from the context.

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3.1. Agreement

"Agreement" shall mean the written agreement between the County and the Contractor covering the goods and/or Services to be provided and/or the Work to be performed pursuant to this Solicitation Document. The Agreement (if one is required for this particular Solicitation Document) will be attached to and made a part of the Contract Documents.

3.2. Amendment(s), Addendum, or Addenda

"Amendment(s)", "Addendum", or "Addenda" shall mean the additional information and/or requirements concerning this Solicitation Document that are issued by the County, in writing, prior to the Close Date.

3.3. Bid(s), or Bidder's Bid

"Bid(s)", "Bidder’s Bid”, "Proposal(s)", or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be…