Notice of Public Meeting Summary

This is a Notice of Public Meeting issued by Hillsborough County Public Schools (HCPS) Procurement Services Department regarding the Phase 1 Evaluation for Solicitation #26113-RFP-EST for Instructional Materials Textbook Management Systems. HCPS, Florida's seventh-largest school district, is seeking a modern, scalable textbook and instructional materials management system to replace the expiring Follett Destiny platform and manage approximately 1.7 million instructional materials across 236 independent school sites. The Phase 1 Evaluation meeting is scheduled for April 28, 2026, at 9:00 AM via Microsoft Teams, with in-person participation available by conference phone. Technical questions were due March 27, 2026, at 5:00 PM ET, and proposals are due April 10, 2026, at 5:00 PM ET via the HCPS VendorLink portal. Vendor selection for final negotiations is anticipated in late spring 2026, with contract award expected in late summer to early fall 2026 and implementation commencing in summer 2027. The initial contract term begins July 1, 2027, with automatic yearly renewals contingent on board appropriation, continued need, and contractor performance.

The evaluation process allocates 100 points across three phases: specifications and scope (25 points), qualifications and experience (30 points), and cost/value (35 points), with up to 10 bonus points available for Small Business Enterprise Program (SBEP) participation. Pricing must be firm for no less than three years, and vendors must submit a 10-year cost of ownership spreadsheet. The procurement includes a Small Business Encouragement Program set-aside requirement under School Board policy 6320.02, which is gender and race-neutral and designed to promote certified small local businesses within the Tampa Bay area; SBEP registration is voluntary but recommended, with a minimum reinvestment goal of 20 percent of the district's net eligible expenditures. HCPS has not disclosed an estimated budget amount; however, the contract may be awarded to one or more vendors at the district's discretion.