Notice_of_Meeting_-_Phase_3.pdf

This is a Notice of Public Meeting issued by Hillsborough County Public Schools (HCPS) Procurement Services Department regarding the Phase 3 evaluation for solicitation 26114-RFP-EST for an Integrated Library System and Discovery Layer Solution. The RFP seeks a fully implemented, production-ready enterprise-level ILS and discovery layer solution to replace the current SirsiDynix Symphony system across more than 220 school library locations serving approximately 225,000 students. Required deliverables include circulation management, cataloging and collection management, online public access catalog functionality, reporting and analytics, comprehensive data migration with MARC records, system integration with district platforms (ClassLink SSO, FOCUS student information system, and INFOR staff system), training materials, and ongoing support. The Phase 3 evaluation meeting is scheduled for May 20, 2026, at 1:00 p.m., accessible via Microsoft Teams video conference or dial-in telephone conference. Technical questions were required to be submitted by March 27, 2026, at 5:00 p.m., and proposals were due electronically via VendorLink on April 10, 2026, at 5:00 p.m. The initial contract term begins July 1, 2027, with automatic yearly renewals contingent upon performance and budget availability.

Proposers must demonstrate a minimum of three years of experience providing required services, authorization to do business in Florida, appropriate insurance coverage, and field-proven K-12 implementations with at least three business references from school districts. The evaluation allocates 25 points for specifications and scope of work compliance, 30 points for qualifications and experience, 35 points for cost evaluation, and up to 10 points for Small Business Encouragement Program (SBEP) utilization through HCPS-registered vendors. All pricing must be firm for a minimum of three years with clearly identified increases thereafter, submitted via a required 10-year cost of ownership spreadsheet, with terms FOB Destination at Net 45 days. The incumbent vendor is SirsiDynix, holding a contract through June 30, 2027. No budget ceiling is specified, and all costs associated with software licensing, data migration services, implementation, configuration, system integrations, training, and ongoing support must be included in proposals, with warranty requirements mandating no less than one year from acceptance and contractor response to warranty requests within 24 hours of notification.