Integrated library system and discovery layer solution

Hillsborough County Public Schools (HCPS) issued this competitive Request for Proposals on behalf of The School Board of Hillsborough County, Florida, to procure an enterprise-level Integrated Library System (ILS) and discovery layer solution to replace its current SirsiDynix Symphony system. The procurement seeks a fully implemented, production-ready off-the-shelf software solution that will support over 220 school library locations across elementary, K-8, middle, high, and specialty schools serving approximately 225,000 students. Required deliverables and services include circulation management, cataloging and collection management, online public access catalog (OPAC) functionality, reporting and analytics capabilities, comprehensive data migration from the current ILS including bibliographic data and MARC records, system integration with district platforms (ClassLink SSO, FOCUS student information system, and INFOR staff system), training materials, and ongoing customer support and maintenance. Proposers must demonstrate a minimum of three years of experience providing required services, authorization to do business in Florida, proof of appropriate insurance coverage, and field-proven K-12 implementations with at least three business references preferably from school districts. The evaluation process allocates 25 points for specifications/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. Technical questions must be submitted by March 27, 2026, at 5:00 p.m., and proposals are due electronically via VendorLink on April 10, 2026, at 5:00 p.m., with the initial contract term beginning July 1, 2027, and automatic yearly renewals contingent upon performance and budget availability.

The RFP does not identify specific set-aside designations or restrictions limiting response to disadvantaged enterprises; however, vendors can earn up to 10 additional evaluation points through participation in the Small Business Encouragement Program using HCPS-registered vendors (though zero points are available for federally funded solicitations). The incumbent vendor is SirsiDynix, which holds a contract through June 30, 2027, with an award date of August 22, 2023, and the new system must integrate with existing district infrastructure including ClassLink SSO, FOCUS student information system, and INFOR staff system. Proposers must provide proof of compliance with E-Verify requirements, drug-free workplace certifications, and various state and federal affidavits regarding debarment, lobbying, human trafficking, and scrutinized companies. 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; pricing shall be based on FOB Destination with HCPS exempt from federal excise and state sales taxes and invoice payment terms at Net 45 days. No budget ceiling is specified in the RFP documentation, and all costs associated with software licensing, data migration services, implementation, configuration, system integrations, training, and ongoing support must be included in proposals. 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.