Valencia College Campus Store Point Of Sale System

Location: Florida
Posted: Aug 12, 2026
Due: Sep 15, 2026
Agency: Valencia College
Type of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
Solicitation No: RFI 2027-05
Publication URL: To access bid details, please log in.
Main

Agency
Valencia College
Status
Active
Fiscal Year
2027
Primary Contact
César Colón
Title
Valencia College Campus Store Point Of Sale System
Secondary Contact
Valencia Procurement
Number
RFI 2027-05
Tertiary Contact

Type
Announcement
Department

Online Submissions
Yes
Project Estimate
Piggyback Solicitation
No
Insurance Required
No
Bid Bond Required
No
Bid Bond Amount

Performance Bond Required
No
Performance Bond Amount

Construction Bond Required
No
Construction Bond Amount

Scope of Services
Valencia College is requesting information from suppliers to gather insight into a modern, cloud-based Point-of-Sale (POS) solution capable of supporting a multi-location campus retail environment. This RFI is intended to explore industry capabilities, emerging technologies, and implementation best practices to support the College’s strategic goals of improving operational efficiency, enhancing the customer experience, and enabling scalable, integrated retail operations.

The Vendor shall provide a comprehensive, fully integrated, cloud-based retail point-of-sale (POS) solution designed to support retail operations, including campus store environments. The solution must be intuitive, scalable, and secure.

Dates(All times are listed as EST )

Broadcast Date
7/13/2026 12:00 PM EST
Question End Date
8/10/2026 10:00 AM EST
Sample Due Date
Due Date
9/15/2026 10:00 AM EST
Bid Opening Date

Question End Date Reminder Notification
5 Day(s)
Sample Due Date Reminder Notification
0 Day(s)
Due Date Reminder Notification
5 Day(s)
Pre-Bid Meetings

Total: 0 (All times are listed as EST )
Date Time Mandatory Location
Shortlist Meeting

Total: 0 (All times are listed as EST )
Date Time Location
Documents

Total: 4
Type Name Description File Type
Request for Information RFI 202705 Campus Store Point of Sale System vFa Fillable.pdf RFI 2027-05, Campus Store Point of Sale System PDF
Addendum ADDENDUM 1 RFQ 202705 QAs cec.pdf College Requirements-Q&A's consolidated 1 PDF
Request for Information Attachment 1 College Requirements cec.xlsx College Requirements to be filled by Respondents Excel
Addendum ADDENDUM 2 RFQ 202705 Due Date Change.pdf ADDENDUM 2 Response due date change PDF
Quote/Bid


Zones
Total: 0
Zone

Groups
Total: 0
Group
Quote/Bid Items

Total: 0
# Required Group Make Model Description Quantity Unit of Measure Price/ Percent Type

Additional Quote/Bid Items Fields
Display Options Spreadsheet Section
No Display Image and Specifications Hyperlink Fields
No
Display Build Sheet File Upload Field
No Display Options File Upload Field
No
Require Build Sheet File to be Uploaded
No Require Options File to be Uploaded
No
Display Lead Time Field
No Display Standard Packaging Field
No
Delivery Date
None
Required Files to be Uploaded by the Vendor
None
Shipping
None
Terms and Conditions
None
Include Shipping in Price of Items
No
Display Bid Tabulation to Vendors
No
Display Vendor Submissions to Vendors
No
View Vendor Submissions while Bid Solicitation is Active
No
Allow Options File to be Updated after Due Date
No
Allow Post Due Date Submission
No
Questions & Answers

Total: 53
Question Date Asked Answer Date Answered
1. Student and employee ID integration
• Could you clarify what systems currently support student and employee ID functionality?
• Is this requirement limited to identity lookup/verification, or does it also include account-based charging, financial aid usage, departmental purchases, stored value, or othertender-related workflows?
• Does the future solution need to read a physical campus ID card directly? If so, what card technologies are currently in use?

2. Banner integration scope
• What specific Banner workflows are expected to integrate with the POS environment?
• Are you primarily expecting synchronization for customer/account data, item/catalog data, financial postings, student financial aid transactions, or broader operationalreporting?

3. Current campus ID / payment environment
• Are student and employee ID systems managed directly through Banner, through a separate campus card platform, or through a combination of systems?
• If separate, are you able to share the current platform/vendor name?

4. Financial aid and departmental accounts
• Can you clarify the expected workflows for financial aid and departmental purchasing?
• Are these transactions expected to occur directly at the register in real time, and are there existing approval or balance-check mechanisms that must be preserved?

5. Hardware expectations
• Since the current environment references iPads and Clover credit card readers, should respondents assume Valencia is open to alternative hardware/payment device models if they better support the College’s operational and integration requirements?

6. eCommerce scope
• Is the College seeking a tightly integrated native eCommerce experience within the same platform, or would a best-fit architecture with integrated third-party commerce components also be considered?

7. Sandbox / training environment
• For the requested training mode or sandbox environment, are you expecting a fully separate non-production tenant with realistic configuration and role-based testing?
7/13/2026 3:27:33 PM All questions are answered below. 7/16/2026 4:22:38 PM
1. Student and employee ID integration
• Could you clarify what systems currently support student and employee ID functionality?
• Is this requirement limited to identity lookup/verification, or does it also include account-based charging, financial aid usage, departmental purchases, stored value, or othertender-related workflows?
• Does the future solution need to read a physical campus ID card directly? If so, what card technologies are currently in use?
7/13/2026 3:28:21 PM 1. Student and employee ID integration :
•Could you clarify what systems currently support student and employee ID functionality?
Banner

• Is this requirement limited to identity lookup/verification, or does it also include account-based charging, financial aid usage, departmental purchases, stored value, or other tender-related workflows?
Yes, it includes all listed.

• Does the future solution need to read a physical campus ID card directly? Yes. If so, what card technologies are currently in use?
None currently.
7/17/2026 11:28:29 AM
2. Banner integration scope
• What specific Banner workflows are expected to integrate with the POS environment?
• Are you primarily expecting synchronization for customer/account data, item/catalog data, financial postings, student financial aid transactions, or broader operationalreporting?
7/13/2026 3:28:35 PM 2. Banner integration scope
• What specific Banner workflows are expected to integrate with the POS environment?
See response below.

• Are you primarily expecting synchronization for customer/account data, item/catalog data, financial postings, student financial aid transactions, or broader operational reporting? Yes.
7/16/2026 4:26:33 PM
3. Current campus ID / payment environment
• Are student and employee ID systems managed directly through Banner, through a separate campus card platform, or through a combination of systems?
• If separate, are you able to share the current platform/vendor name?
7/13/2026 3:28:44 PM 3. Current campus ID / payment environment:
• Are student and employee ID systems managed directly through Banner, through a separate campus card platform, or through a combination of systems?
N/A. Currently not using campus card.

• If separate, are you able to share the current platform/vendor name?
N/A
7/16/2026 4:28:27 PM
4. Financial aid and departmental accounts
• Can you clarify the expected workflows for financial aid and departmental purchasing?
• Are these transactions expected to occur directly at the register in real time, and are there existing approval or balance-check mechanisms that must be preserved?
7/13/2026 3:28:54 PM 4. Financial aid and departmental accounts:

• Can you clarify the expected workflows for financial aid and departmental purchasing?

Employee/departmental charge accounts, purchase approval, restricted spending rules, tender specific reporting & reconciliation.

• Are these transactions expected to occur directly at the register in real time, and are there existing approval or balance-check mechanisms that must be preserved?

Yes, expected to occur in real time. Yes, appropriate controls, including approval, balance, eligibility, restricted-item, and audit mechanisms must be preserved.
7/16/2026 4:32:58 PM
5. Hardware expectations
• Since the current environment references iPads and Clover credit card readers, should respondents assume Valencia is open to alternative hardware/payment device models if they better support the College’s operational and integration requirements?
7/13/2026 3:29:03 PM Yes. 7/16/2026 4:33:45 PM
6. eCommerce scope
• Is the College seeking a tightly integrated native eCommerce experience within the same platform, or would a best-fit architecture with integrated third-party commerce components also be considered?
7/13/2026 3:29:13 PM Either. 7/16/2026 4:34:20 PM
7. Sandbox / training environment
• For the requested training mode or sandbox environment, are you expecting a fully separate non-production tenant with realistic configuration and role-based testing?
7/13/2026 3:29:24 PM Yes. 7/16/2026 4:34:44 PM
The RFI describes requirements spanning physical retail, eCommerce, mobile transactions, inventory, institutional systems, financial aid, departmental purchasing, analytics, and artificial intelligence. Does the College view this initiative primarily as a replacement of its current campus-store POS, or as the foundation for a broader institutional commerce platform that may support additional departments, revenue-generating operations, events, programs, and campus services in the future? 7/16/2026 4:49:24 PM This RFI is limited to the Campus Store's operational and technological needs. Other College departments and revenue-generating operations are outside the scope of this RFI. This initiative is intended to replace the Campus Store's current POS and related retail systems. We cannot address potential enterprise-wide commerce initiatives at this time. 7/17/2026 5:55:23 PM
Beyond the campus-store locations identified in the RFI, are there other College-operated payment, retail, service, or revenue environments that may benefit from being consolidated onto a common commerce platform, either during the initial implementation or through future phases?

Examples may include events, concessions, continuing education, student activities, departmental sales, auxiliary services, facility rentals, or temporary and mobile retail operations.
7/16/2026 4:49:37 PM This RFI is limited to the Campus Store's operational and technological needs. Other College departments and revenue-generating operations are outside the scope of this RFI. This initiative is intended to replace the Campus Store's current POS and related retail systems. We cannot address potential enterprise-wide commerce initiatives at this time. 7/17/2026 5:59:19 PM
Would the College welcome vendor recommendations for a phased enterprise-commerce roadmap that begins with campus-store operations but establishes the architecture, integrations, data model, and security controls necessary to support broader institutional adoption? 7/16/2026 4:49:51 PM This RFI is limited to the Campus Store's operational and technological needs. Other College departments and revenue-generating operations are outside the scope of this RFI. This initiative is intended to replace the Campus Store's current POS and related retail systems. We cannot address potential enterprise-wide commerce initiatives at this time. 7/17/2026 6:00:23 PM
Regarding Banner ERP integration, please identify the Banner modules, business processes, and data exchanges the College expects the future solution to support. 7/16/2026 4:50:02 PM At a minimum, the proposed solution should support Banner integration for: General ledger and settlement reconciliation
Student accounts
Financial-aid eligibility and balances
Departmental accounts
Customer, item, vendor, and inventory data
Daily transaction summaries or transaction-level detail
Refunds and reversals
7/17/2026 6:01:52 PM
Regarding Banner ERP integration, please identify the Banner modules, business processes, and data exchanges the College expects the future solution to support.

For example:

General ledger and settlement reconciliation
Student accounts
Financial-aid eligibility and balances
Departmental accounts
Customer, item, vendor, and inventory data
Daily transaction summaries or transaction-level detail
Refunds and reversals
7/16/2026 4:50:37 PM At a minimum, the proposed solution should support Banner integration for: General ledger and settlement reconciliation
Student accounts
Financial-aid eligibility and balances
Departmental accounts
Customer, item, vendor, and inventory data
Daily transaction summaries or transaction-level detail
Refunds and reversals
7/17/2026 6:03:51 PM
Does the College currently maintain an integration platform, enterprise service bus, API gateway, middleware solution, or established institutional integration standards that vendors should incorporate into their proposed architecture? 7/16/2026 4:52:49 PM Yes. 7/17/2026 6:04:53 PM
For student and employee identification, does the College expect the solution to support only identity verification, or also account lookup, eligibility validation, stored privileges, departmental permissions, financial-aid balances, discounts, and transaction-level attribution? 7/16/2026 4:52:59 PM Yes. 7/17/2026 6:06:05 PM
Would the College prefer integrations that provide real-time bidirectional data exchange, or are scheduled batch processes acceptable for certain functions? Please identify which processes require real-time validation or synchronization. 7/16/2026 4:53:10 PM Yes, we expect the solution to support all capabilities listed. 7/17/2026 6:07:28 PM
Please describe the current workflow for purchases funded through student financial aid, including eligibility validation, available-balance verification, item restrictions, authorization, settlement, returns, reconciliation, and posting to Banner. 7/16/2026 4:53:22 PM Financial aid eligibility and available bookstore balances are determined by the College and made available to the Campus Store. During checkout, the system validates the student's available balance, applies eligible funds to approved purchases, and updates the balance accordingly. The solution should support returns, reconciliation, and the accurate exchange of transaction data with Banner. 7/17/2026 6:09:08 PM
Are financial-aid purchases currently processed directly through College systems, through a third-party bookstore or course-material provider, or through a combination of systems?

Please clarify which transactions the future campus-store platform would be expected to authorize, record, settle, reconcile, or report.
7/16/2026 4:53:48 PM Financial aid purchases are processed through a combination of College systems and third-party providers. The proposed solution should be capable of supporting all functions listed. 7/17/2026 6:10:55 PM
For departmental purchases, does the College envision an internal-charge workflow that includes department-level authorization, budget validation, account-code assignment, purchasing limits, approvals, digital documentation, and automated posting to Banner? 7/16/2026 4:54:02 PM These capabilities are desirable but are not required. 7/17/2026 6:15:03 PM
Would the College consider a solution that allows authorized departments to initiate or approve purchases through digital accounts, purchasing profiles, or controlled institutional wallets rather than relying solely on physical checkout at campus-store registers? 7/16/2026 4:54:19 PM Yes. 7/17/2026 6:15:50 PM
Does the College expect the eCommerce platform to function as a direct extension of the physical campus stores, with unified inventory, pricing, promotions, customer records, order management, returns, and reporting across all channels? 7/16/2026 4:54:30 PM Yes. 7/17/2026 6:16:56 PM
Should students and employees have a single institutional commerce profile that can be recognized across web, mobile, in-store, financial-aid, departmental, and future commerce experiences? 7/16/2026 4:54:43 PM Yes. 7/17/2026 6:17:39 PM
Does the College anticipate supporting additional fulfillment models such as:

Buy online and pick up at any campus
Ship from store
Campus-to-campus inventory transfer
Smart-locker pickup
Scheduled pickup windows
Mobile or event-based fulfillment
Consolidated fulfillment from the Online Fulfillment Center?
7/16/2026 4:55:00 PM Yes. 7/17/2026 6:18:52 PM
Should merchandise, inventory, pricing, promotions, and fulfillment rules be centrally governed while allowing campus-specific configuration and control? 7/16/2026 4:55:15 PM Yes. 7/17/2026 6:19:39 PM
The RFI requests AI and machine-learning capabilities. Which institutional outcomes are of greatest interest to the College?

Potential examples include:

Demand forecasting
Automated replenishment
Inventory optimization
Product recommendations
Fraud and anomaly detection
Labor and traffic forecasting
Promotion effectiveness
Student-engagement insights
Natural-language reporting
Predictive fulfillment planning
7/16/2026 4:56:13 PM The College views all the listed AI and machine learning capabilities as important. 7/17/2026 6:20:49 PM
Does the College expect access to transaction-level, item-level, customer-level, tender-level, location-level, and channel-level data through dashboards, scheduled reports, APIs, or direct export to institutional analytics platforms? 7/16/2026 4:56:35 PM Yes. The College expects access to all the data and reporting capabilities listed. 7/17/2026 6:22:13 PM
Would the College value a unified analytics environment capable of showing the complete journey from inventory availability and customer engagement through purchase, fulfillment, payment, settlement, and financial reconciliation? 7/16/2026 4:56:49 PM Yes. 7/17/2026 6:23:00 PM
Does the College currently use an enterprise data warehouse, business-intelligence platform, or reporting environment with which the proposed solution should integrate? 7/16/2026 4:57:22 PM Yes. 7/17/2026 6:24:23 PM
Please provide the approximate annual transaction count and dollar volume for each current merchant ID, separated where possible by:

Credit card
Debit card
Mobile wallet
Cash
Financial aid
Departmental account
Third-party payment
eCommerce
Other tender types
7/16/2026 4:57:40 PM This information is not available for release as part of the RFI. Valencia College may provide additional transaction information at a later stage of the process, if determined to be necessary. 7/17/2026 6:25:55 PM
Does the College intend to retain its current merchant-acquiring and payment-processing relationships, or may vendors propose an integrated payment-processing model as part of the overall solution? 7/16/2026 5:01:46 PM Yes, open to vendor proposals for an integrated payment-processing model. 7/17/2026 6:27:02 PM
Should the future solution support centralized enterprise reporting and settlement while preserving separate merchant IDs, bank accounts, departments, locations, or accounting structures? 7/16/2026 5:02:48 PM Yes. 7/17/2026 6:27:44 PM
The RFI states that the vendor shall provide all hardware required for complete operation. Does the College expect the vendor to:

Replace all existing iPads and Clover devices
Reuse compatible College-owned equipment
Recommend the optimal device mix
Provide hardware under purchase, lease, subscription, or processing-supported terms?
7/16/2026 5:03:18 PM The College is open to vendor recommendations for the most appropriate hardware approach. 7/17/2026 6:28:59 PM
Are offline transaction capabilities required if a campus loses internet connectivity, and if so, what transaction types, dollar limits, risk controls, and synchronization expectations should apply? 7/16/2026 5:03:59 PM Yes. Specific security controls and transaction limits may be discussed during subsequent phases of the procurement process. 7/17/2026 6:29:57 PM
Does the College require complete ownership and portability of all transactional, inventory, customer, product, configuration, audit, and reporting data in an open and usable format throughout the contract and upon termination? 7/16/2026 5:04:36 PM Yes. 7/17/2026 6:30:42 PM
Would the College consider architectural approaches that reduce the amount of sensitive cardholder and identity data stored within the POS environment through tokenization, hosted payment components, P2PE, and system-of-record integrations? 7/16/2026 5:05:05 PM Yes. The College is open to Vendor recommendations that support these capabilities. 7/17/2026 6:32:20 PM
If the College proceeds to a future solicitation, does it anticipate procuring a narrowly defined campus-store POS product, or would it consider an enterprise platform capable of supporting broader commerce, payment, inventory, fulfillment, and institutional-service use cases? 7/16/2026 5:05:23 PM Yes. The College would consider either approach, provided it meets the operational and business needs of the Campus Store. 7/17/2026 6:33:24 PM
Would the College consider evaluating proposals based on total institutional value and total cost of ownership—including software, hardware, integrations, processing costs, support, upgrades, staffing impact, reconciliation effort, and future expansion—rather than software licensing cost alone? 7/16/2026 5:05:43 PM The College will consider the overall value of the proposed solution, including total cost of ownership. 7/17/2026 6:34:25 PM
Does Valencia anticipate that any resulting contract may be made available for cooperative use by other Florida College System institutions, universities, school districts, or public agencies where legally permissible? 7/16/2026 5:06:56 PM Yes. 7/17/2026 6:35:18 PM
Is the College open to evaluating an existing competitively awarded cooperative contract if it provides the desired scope, pricing, compliance, and implementation protections? 7/16/2026 5:08:53 PM Yes. 7/17/2026 6:35:52 PM
Would the College welcome a phased institutional-commerce roadmap that addresses the immediate campus-store requirements while establishing a scalable framework for additional locations, departments, channels, workflows, and institutional services? 7/16/2026 5:25:11 PM This RFI is limited to the Campus Store's operational and technological needs. Other College departments and revenue-generating operations are outside the scope of this RFI. This initiative is intended to replace the Campus Store's current POS and related retail systems. We cannot address potential enterprise-wide commerce initiatives at this time. 7/17/2026 6:37:25 PM
Although the future solution must support physical campus identification cards, is the College also interested in evaluating digital credentials, mobile wallet credentials, QR-based identity, or other secure identity methods that could complement or reduce dependence on physical cards? 7/16/2026 5:25:59 PM Yes. 7/17/2026 6:38:07 PM
Will the College consider the degree to which proposed solutions preserve institutional flexibility through open APIs, portable data, replaceable integrations and interoperability with best-fit third-party systems, rather than requiring Valencia to adopt all functionality from a single proprietary product ecosystem? 7/16/2026 5:51:25 PM Yes. 7/17/2026 6:39:08 PM
Does Valencia prefer the ability to adopt, replace or expand individual commerce components over time—including POS, eCommerce, payments, identity, analytics and fulfillment—without requiring wholesale replacement of the broader environment? 7/16/2026 5:51:43 PM Yes. 7/17/2026 6:39:40 PM
Does Valencia require full ownership, continuous access and practical portability of all transactional, product, inventory, identity-reference, configuration, fulfillment and audit data without dependence on proprietary reporting tools? 7/16/2026 5:52:11 PM Yes. 7/17/2026 6:40:20 PM
Will Valencia evaluate the complete cost of each proposed environment, including software, integrations, payment processing, gateways, equipment, support, upgrades, required third-party products and future expansion? 7/16/2026 5:52:33 PM Yes. 7/17/2026 6:40:59 PM
Does the College intend to evaluate how well proposed solutions unify institutional commerce functions that have traditionally required separate retail, ERP, payment, and higher education platforms? 7/16/2026 5:56:15 PM Yes. 7/17/2026 6:41:44 PM
Does the College anticipate evaluating how effectively proposed solutions reduce the number of separate vendor relationships required to support campus commerce? 7/16/2026 5:56:47 PM Yes. 7/17/2026 6:42:08 PM
In section III.1 on page 2, the RFI reflects several locations with Mobile POS. Can you define Mobile POS? We understand that you are currently using iPads that may lend themselves to mobility, but we are hoping to understand what your need is for mobility. Is each location without power nor wired internet? Do you move systems between locations (pulling a system or two from East Campus for a big event at Downtown Campus) and want them to be mobile for that purpose? 7/23/2026 10:49:16 AM (A) iPads with a mobile POS application. (B) Our need is driven by operational flexibility, not the absence of power or wired internet. (C) No. 7/27/2026 8:33:23 AM
In section III, what is your current POS that runs on iPads? We understand that Clover is being used for credit card payments, but this section seems to imply something different on the iPads. 7/23/2026 10:49:31 AM PrismRBS. 7/27/2026 8:34:09 AM
In a previously submitted question, you mentioned wanting to sync inventory data/catalog to Banner. Does your current POS sync inventory data to Banner? 7/23/2026 10:50:22 AM No. 7/27/2026 8:34:43 AM
Regarding the previously submitted question asking if your current POS system syncs inventory to Banner, which system is the inventory "master," when syncing inventory data? Is it Banner or your current POS? 7/23/2026 10:51:21 AM N/A. Current system does not sync. 7/27/2026 8:35:12 AM
In section V.A.7 on page 4, you mentioned wanting signature capture on the "integrated pin pads." Since Visa/Mastercard/Amex do not require nor use signatures any more, what does Valencia consider "applicable" transactions? 7/23/2026 10:52:06 AM While not required for most credit card transactions, we would like the capability to capture signatures whenever needed for business or operational purposes. 7/27/2026 8:35:59 AM
With which processor are you currently processing credit cards through your Clover terminals? 8/7/2026 3:49:08 PM The credit card processor used with our Clover terminus is Fiserv. 8/10/2026 1:47:55 PM
Commodity Codes

Total: 20
Code Description
[208-65] Point of Sale Software
[209-66] Point of Sale Software
[204-90] Scanners and Readers, Optical Character and Magnetic Type: Bar Code, Remittance Scanner/Processors, Point of Sale Scanners, etc.
[205-90] Scanners and Readers, Optical Character and Magnetic Type: Bar Code, Remittance Scanner/Processors, Point of Sale Scanners, etc., Environmentally Certified Products
[920-5] Application, Infrastructure, Hosting and Cloud Computing Services, Vendor Hosted and Internally Hosted
[208-55] Inventory Management
[209-56] Inventory Management
[918-70] Inventory Consulting
[946-55] Inventory Services
[949-35] Inventory Adjustment, Resale Items
[915-45] Fulfillment, Inventory and Storage Services
[961-53] Marketing Services (Incl. Distribution, Research, Sales Promotions, etc.)
[208-46] E-Commerce Software (Microcomputer)
[209-42] E-Commerce Software (Mini/Mainframe Computer)
[918-36] E-Commerce Consulting
[920-27] E-Commerce Software Development Services
[208-53] Integrated Software
[204-47] Integrated Hardware-Software I.T. Solution (Microcomputer)
[205-47] Integrated Hardware-Software I.T. Solution (Microcomputer), Environmentally Certified Products
[206-55] Integrated Hardware-Software I.T. Solution (Mini/Mainframe Computer)
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