Infrastructure Communications Failure Systems

Hillsborough County Public Schools (HCPS), the seventh-largest school system in the nation serving approximately 225,000 students across 235 PreK-12 schools, specialty centers, and technical colleges, is soliciting competitive bids through Invitation to Bid (ITB) 26031-MST for supplemental maintenance and repair services for non-proprietary communication system failures. The procurement specifically targets experienced vendors to provide maintenance, repair, renovations, and upgrades for Nortel/Avaya telephone systems and Honeywell Vista Series security panels, including all related labor, materials, supervision, equipment, and incidentals necessary for completion. Required qualifications include a minimum of five years of maintenance and repair experience with both Nortel/Avaya telephone systems and Honeywell Vista Series security panels, with at least one certified technician dedicated to each system type, and physical office locations within Hillsborough County or adjacent counties (Polk, Pasco, Pinellas, and Manatee). Vendors must provide 24-hour emergency response capability with service response timeframes ranging from four hours for Priority 1 emergencies to 15 business days for Priority 3 installations, and demonstrate the ability to recognize and report telephone service provider failures while coordinating repairs with other HCPS contracted vendors. Compensation will be structured as firm fixed hourly labor rates for telephone systems, security systems, and non-proprietary communications across standard and non-standard hours, plus cost-plus markups not exceeding 15 percent for materials, rental equipment, and vendor-sourced items. Technical questions are due by February 5, 2026, at 5:00 PM EST, with final bid submissions required by February 19, 2026, at 5:00 PM EST through the VendorLink vendor portal; all submissions must be electronic, as hardcopy bids are not accepted. The initial contract term begins upon School Board approval and automatically renews for up to four additional one-year periods contingent on appropriations, contractor performance, continued need, and mutual agreement.

HCPS encourages utilization of certified small businesses through its Small Business Encouragement Program, which establishes a district reinvestment goal of 20 percent of net eligible expenditures directed toward Office of Supplier Development-certified small business enterprises. All prospective contractors must execute mandatory compliance affidavits prior to contract award, including certification of non-engagement in labor coercion practices pursuant to Florida Statute 787.06(13) and verification that the contracting entity does not meet prohibited criteria under Florida Statute 287.138, which restricts contracts with entities owned by or having controlling interests in foreign countries of concern (defined as China, Russia, Iran, North Korea, Cuba, the Maduro regime in Venezuela, and Syria). Contractors are required to carry comprehensive insurance including workers' compensation, general liability coverage ranging from $500,000 to $1,000,000 per occurrence, and commercial automobile liability, with HCPS listed as additional insured on all policies. Price increases at contract renewal will be considered but limited to the lesser of three percent or the Consumer Price Index inflation rate for the Tampa-St. Petersburg area. HCPS reserves the right to obtain competitive quotes for projects exceeding $10,000 in total cost, and all pricing must include F.O.B. Destination terms with delivery charges to Hillsborough County locations. Vendors must submit the Vendor Registration Form and complete all required documentation, including the price sheet with hourly rates and markup percentages in the specified blue sections only.