REVISED_Notice_of_Meeting_05.14.2026.pdf

This is a Notice of Public Meeting issued by Hillsborough County Public Schools (HCPS) Procurement Services Department regarding solicitation 26114-RFP-EST for an Integrated Library System and Discovery Layer Solution. The meeting is scheduled for May 14, 2026, at 10:00 a.m. ET and will address Phase 1 and 2 of the procurement process. The meeting will be held via Microsoft Teams with dial-in telephone options provided. HCPS is seeking proposals to replace its current SirsiDynix Symphony system with an enterprise-level integrated library system and discovery layer solution to support over 220 school library locations serving approximately 225,000 students across elementary, K-8, middle, high, and specialty schools. The solicitation requires comprehensive deliverables including circulation management, cataloging and collection management, online public access catalog functionality, reporting and analytics, complete data migration from the current system, integration with district platforms (ClassLink SSO, FOCUS student information system, and INFOR staff system), training materials, and ongoing customer support and maintenance. Technical questions must be submitted by March 27, 2026, at 5:00 p.m., with proposals due electronically via VendorLink on April 10, 2026, at 5:00 p.m. The initial contract term will begin 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 preferably from school districts. The evaluation criteria 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, and proposers must submit a required 10-year cost of ownership spreadsheet with pricing based on FOB Destination and Net 45 payment terms. Warranty requirements mandate no less than one year from acceptance for both equipment and labor, with contractor response to warranty requests required within 24 hours of notification. The incumbent vendor is SirsiDynix, which holds a contract through June 30, 2027. All future public meetings regarding this solicitation will be posted on the HCPS website at https://www.hillsboroughschools.org/o/hcps/page/public-notices.