Addendum_1_-_Q&A.pdf
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- Solicitation number
- 26114-RFP-EST
- Issued by
- Hillsborough County, Florida
About this file
This is an Addendum to a Competitive Solicitation issued by Hillsborough County Public Schools (HCPS) in Tampa, Florida, for an Integrated Library System and Discovery Layer Solution to replace the incumbent SirsiDynix Symphony system. The solicitation, numbered 26114, seeks a fully implemented, production-ready software solution serving over 220 school library locations across the district's elementary, K-8, middle, high, and specialty schools. The addendum clarifies key requirements through question-and-answer responses addressing submission procedures, system specifications, and implementation preferences. Technical questions were due by March 27, 2026, at 5:00 p.m., with proposals due electronically on April 10, 2026, at 5:00 p.m. The initial contract term begins July 1, 2027, pending successful implementation, with automatic yearly renewals contingent upon contractor performance, budget appropriations, and continued need for services. Award timing is pending final negotiations, though the district expects vendor selection and board approval to be completed prior to December 31, 2026, allowing summer 2027 implementation commencement.
The addendum confirms that HCPS prefers cloud-based Software as a Service (SaaS) hosting and requests proposers submit pricing in a separate spreadsheet showing 10-year cost of ownership including all recurring and non-recurring costs. The district's current system contains 2,140,794 items with 444,258 bibliographic records and supports approximately 2 million annual circulations. Training should be provided through a combination of direct vendor instruction and train-the-trainer methodology, with technical support calls from individual schools handled directly by vendor staff as a potential option. Participation in the Small Business Encouragement Program (SBEP) is encouraged but not required for non-small business vendors. Previously completed business statements from other Florida school district solicitations are acceptable. The addendum clarifies that Forms 3.6 and 3.14 (Vendor Affidavit Regarding Human Trafficking) are duplicate submissions, requiring only one submission. Business references should preferably be non-HCPS organizations to comply with Cone of Silence restrictions prohibiting vendor communication with district staff during the active competitive solicitation period.
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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
April 7, 2026
Competitive Solicitation No. and Name: 26114-Integrated Library System and Discovery Layer Solution
Addendum #: 1
NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS
The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.
1. Questions and Answers
The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.
Question Answer Page 26, Section 3.16, Bidder’s Statement of Principal Place of Business: May we submit a previously completed version of this form from another Florida school district solicitation, or is a newly completed form required for this
RFP
You may use a previous statement.
How many unique Bibliographic records representing physical items are contained in the current ILS?
2,140,794 Items and 444,258 Bibliographic records.
What is the current annual circulation of physical items in the District?
2 million per year.
Does the district want the vendor to train all school staff directly or through a combination of direct and train-the-trainer?
Combo of direct and train-the-trainer preferred.
Does the District want all technical support calls from individual schools handled directly by the vendor`s support staff?
We'd like that as a potential option.
Does the district want cloud hosting included or listed as an option?
We prefer cloud hosting Software as a Service (SaaS).
Within the RFP document, on pg. 29, concerning Section 4 Cost/Value, please confirm that you want pricing submitted as a separate document and not within the main proposal.
The Proposer shall provide their own speadsheet. Per Section 2.7.1 (page 8): 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).
Hillsborough County Public Schools Page 2 of 3 26114-Integrated Library System and Discovery Layer Solution
Forms 3.6 and 3.14 appear to be duplicate forms (Vendor Affidavit Regarding the Use of Coercion for Labor and Services Human Trafficking). Can you please confirm if they are the same form? If yes, can we submit a single copy?
You are correct. Please disregard 3.14.
Do you have an anticipated award date that you could share?
The award date is pending final negotiations. However, per section 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.
Concerning the SBEP VENDOR UTILIZATION - LETTER OF INTENT, If vendors are not a small business, are vendors required to find a small business enterprise to subcontract work to? If required, what are the participation goals?
This is encouraged but not required.
Concerning Form 3.13 Addenda and Bid Form, are the individual Q&A posted on the portal considered Addenda by date, or will the final Q&A be issued as a formal Addenda?
An addendum will be posted soon after the Question Due Date: 03/27/2026 at 5 pm.
Section 3.1.7 of the RFP notes that if HCPS is used as a reference, an additional reference is required. To ensure we comply with all communication protocols under the Cone of Silence, could you please confirm if vendors are permitted to contact Hillsborough County Public School staff as a business reference?
Simply provide their name and email address. We will contact them.
Section 3.1.7 of the RFP notes that if HCPS is used as a reference, an additional reference is required. To ensure we comply with all communication protocols under the Cone of Silence, could you please confirm if vendors are permitted to contact Hillsborough County Public School staff as a business reference?
It is preferred that Proposers submit non-HCPS business references from other businesses or organizations as noted in Sec. 3.1.7. Cone of Silence states that 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.
When do you anticipate selecting a vendor for final negotiations?
I assume that a shortlist will be determined at the end of the Phase II meeting, which should occur in May.
Will the district complete legal review, board approval, and signatures for the selected vendor prior to December 31, 2026 so that everything is in place to start implementation in the summer of 2027?
This is a safe assumption.
Hillsborough County Public Schools Page 3 of 3 26114-Integrated Library System and Discovery Layer Solution
This Addendum shall be construed and governed by the laws of the State of Florida.
Sincerely, Christy Perales, 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
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